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PayClock 2000 V 26

1. settings These settings are used during communications with a terminal device Name New RS232 Connection Type PC2000 ID 065 M Active Test Connection Help OK Cancel The following table lists the available settings Settings Description Name Identifies the terminal All printable characters are allowed The terminal name can not exceed a total of 31 characters Type Terminal model ID Three digit numeric identifier You may enter an ID or choose the Select Next ID button to automatically assign an ID An ID must be unique Activate Determines if a terminal is active An inactive terminal will not be polled You may test your terminal for proper connection settings by choosing the Test Connection button 46 Chapter 5 Terminal Manager Setup Connection In the terminal pane select a specific terminal From the File menu choose Properties F8 and click the Connection tab in the Terminal Properties dialog box to modify any of the settings This tab identifies the type of connection used for a terminal Terminal Properties General f H Port Settings Time Date Recovery Terminal Properties General Connection Port Settings Time Date Recovery JS Type RS232 Connection E Type Modem Connection r Dialing Information C COM1 COM2 C COM3 C COM4 555 1212 Communications Port IV Use System Dial Out Settings I This is Long Dis
2. a Select the date of the punch you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Note You may not select a date that is not already in the database 4 Select the time of the punch Highlight a single portion of the time and use the spin 5 buttons to increase decrease the time accordingly Click the Add button PayClock displays Record Added Repeat steps 3 5 for each punch you wish to add to the employee When you are finished click the Close button PayClock closes the Add Punch dialog box and returns to the Edit Timecard dialog box To Add Tips for One Employee 1 2 Retrieve the employee in the Edit Timecard dialog box Click the Tips button This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Add Tips dialog box Add Tips Lx Date 06 03 96 Mon E Tips 5 00 El Select the date for the tip you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Chapter 6 Basic Operation Note You may not select a date that is not already in the database 4 5 Select the amount of the tip Highlight a single portion of the tip amount and use the spin buttons to increase decrease the amount accordingly Click the Add button PayCl
3. Meal Name Second Lunch sl Meal Length 7 Auto Deduct Meal D hrs 45 min O YES Always Deduct Meal Meal Starts Between C NO Employees Punch New Save Minimum Hours From Start BOTH Deduct If No Punches 4 hrs 0 min Edit Undo SSS Work Hours To Qualify Maxi H From Start fi For Auto Deduct ax mum Hours From Stari or Oo Delete EE 6 hrs 0 min 3 E hs 30 E min 2 To create a new meal rule press the New button Next type a unique name of up to 20 characters in the box under Meal Name You can save up to 20 unique Meal Rules To edit an existing Meal Rule click the drop down box button select the desired Meal Rule to be edited and click the Edit button 3 Choose the desired Meal Length Meal Starts Between Auto Deduct Meal and Work Hours to Qualify for Auto Deduct selections 4 When you are satisfied with your selections click the Save button Click the Undo button to abandon any of the changes you entered The Meal selections are as follows Meal Name The Meal Name field allows you to create different meals with corresponding rules which may be assigned to employees no punctuation or symbols Meal Length Use the spin buttons to set your company s meal duration in hours and minutes The meal length must be greater than zero to enable the other meal rule selections To disable meal rules simply set the meal length to zero Example Your company meal policy is to allow a mea
4. The following table lists the available settings Settings Description Baud Rate Specifies the baud rate for this port If you are not sure what the value should be consult your hardware documentation or use the default value Data Bits Specifies the data bits for this port If you are not sure what the value should be consult your hardware documentation or use the default value Parity Specifies the parity for this port If you are not sure what the value should be consult your hardware documentation or use the default value Stop Bits Specifies the stop bits for this port If you are not sure what the value should be consult your hardware documentation or use the default value Flow Control Specifies the flow control for this port If you are not sure what the value should be consult your hardware documentation or use the default value 48 Chapter 5 Terminal Manager Setup Time Date The Time Date tab contains settings that are uploaded to the terminal In the terminal pane select a terminal object From the File menu choose Properties F8 and click the Time Date tab on the Terminal Properties dialog box to modify any of the settings This dialog displays the time and date settings that your computer System is currently using To get the time and date of the terminal choose the Terminal button Choose the Sync button then the Set button to set your terminal s time and date settings to correspond with the sys
5. Set All Terminals Now The following table lists the available settings Settings Time Date Time Zone Set Time on Updates Set Flags on Updates Description Time being used by your computer is indicated in the grayed box Time to which your computer will be set is indicated in the white box Date being used by your computer You may select another date on the calendar Use the scroll bar on the calendar to change months Time zone being used by your computer Select a time zone in the list to change it Checking this box will set your terminal time with your PC time when updates are made Checking this box will set your terminal flags when updates are made 24 or 12 hour display and activate deactivate daylight savings time Chapter 5 Terminal Manager Setup Adding Terminals to the System Once you have configured your system properties you can start adding terminals to the system To add a terminal you need to create a connection to your computer To create a Terminal Connection 1 Click the System object in the terminal tree 2 From the File menu select New 3 Under the New menu select Connection 4 Inthe Connection Wizard select the type of connection you are adding and choose OK or 1 Click the System object in the terminal tree 2 Click the New Connection button on the toolbar 3 Inthe Connection Wizard select the type of connection you are adding and choose OK or 1 Click o
6. 2 Click the New button The title of the dialog box will change from Employee Setup to New Employee 3 Enter the employee information in each field of the General tab Press the lt TAB gt key to move from field to field or click in the field in which you wish to enter information 4 When you are satisfied with all the fields entered click the Departments tab PayClock displays the New Employee dialog box Departments tab New Employee x Select Employee l EI Schedule Departments Home Department Base Pay 12 7500 sales sem ES Optional Department 1 Optional Pay 1 E Undo Service El 105000 Hem Emsa Delete Close Optional Pay 2 0 0000 Eeee Optional Department 2 5 Select the employee s Home Department and Base Pay information Press the lt TAB gt key to move from field to field or click in the field in which you wish to enter information Repeat this step for each optional department Note You are not required to select a Home Department for the employee If you will be using the wage reports simply enter the appropriate value in Base Pay and leave the department selection as None 6 Choose the optional department s for the employee by clicking the drop down arrow beneath the Optional Department label An employee is limited to two optional departments 19 PayClock 2000 User s Guide 20 Note Employee must have
7. DPT in the List of Files of Type to see the choices 4 Click the Delete button again to delete the department name PayClock reassigns any employees in the department to none PayClock displays the following message to remind you that additional processing time is needed for recalculation Delete Department Il gt Delete department Sales V This deletion requires recalculation of totals of the employees affected by this deletion Do you Wish to Continue S Cancel e Click OK to continue or Cancel to abort 6 Click the Close button You will be prompted to send changes to the terminal If you want to print the current number of departments run the Configuration Report 15 PayClock 2000 User s Guide Schedule Templates 16 If your company has fixed work schedules or shifts you will find the schedule template feature a very convenient way of setting or changing employee schedules After you build a few templates to match your company s work schedules you can apply a ready made schedule to every employee you add or edit PayClock allows you to create 10 Schedule Templates To Setup Schedule Templates 1 From the Setup menu choose Schedule Template This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Schedule Template Setup dialog box Schedule Template Setup x Select Schedule St
8. Editing Reporting Exporting optional Archiving Please review the following sections which describe the PayClock functions you will be using on a regular basis Signing In If you are going to be performing several tasks involving password controlled features you should sign in at the Setup menu Signing in lets you enter the password once and then have access to all password controlled items without having to re enter the password When you complete your PayClock session sign out so the next user does not have unauthorized access to the password controlled menu items 65 PayClock 2000 User s Guide 66 To Sign In 1 From the Setup menu choose Sign In If the menu displays Sign Out instead of Sign In you are already signed in PayClock displays the Enter Password dialog box Enter Password x Enter your password now Cancel 2 Type in your password PayClock displays an asterisk for each character you type 3 Click the OK button PayClock displays Signed In in the title bar Now when you choose a password controlled menu item you will not be asked to enter a password Be sure to sign out when you finish your PayClock session To sign out choose Sign Out from the Setup menu If you exit the program PayClock will sign you out automatically Chapter 6 Basic Operation Polling As employees punch IN OUT add tips or transfer between departments at the Terminal the informa
9. Select All Note The employees are listed in the order set in the View menu To change the list order Close the dialog box and select the View menu Choose the Sort by you would like There is a check mark next to the current selection Select the employees to whom you wish to add the tip To select multiple employees hold down the lt CTRL gt key while you click on the desired employees Select a consecutive group of employees by holding down the lt SHIFT gt key and clicking on the first and last employees of the consecutive group If you want all the employees click the Select All button Select the date for the tip you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Note You may not select a date that is not already in the database 4 5 Select the amount of the tip Highlight a single portion of the tip amount and use the spin buttons to increase decrease the amount accordingly Click the Add button PayClock adds the tip to each highlighted employee and displays X Records Added where X is the number of records added Note If a tip already exists for an employee on the selected date PayClock GIVES you the option to add to the tip overwrite a new tip amount or cancel and leave the previous tip unchanged 6 7 Click the OK button Repeat steps 2 6 for each tip you wish to add to a group of employees
10. by commas representing the home department rate and two optional department rates Note PayClock FOR WINDOWS sorts the employees in the order set in the View menu Example Bloom Erica E 312 2 1 5 0 0340000 0340000 0000000 Bouchard A J 317 7 4 0 0 0230000 0000000 0000000 Cohen Suzanne M 311 11 5 0 0 0120000 0000000 0000000 Vii PayClock 2000 User s Guide Appendix C File Extensions and Report Symbols The PayClock software uses several symbols in the reporting of data and exceptions There are also specific file extensions that are used with Archive Backup Export and Reports File Extensions bak Backup files pundatv2 bak is a file that is automatically created when PayClock FOR WINDOWS software is started It is used in fault conditions to help restore data mdb Archive Archive mdb is used to keep old employee data When you archive pick your own file name such as week1 mdb Data files pundatv2 mdb is the data file txt Export Export txt identifies files used to export data records When you save an export file select your own file name such as payroll txt rpt Report Report rpt is used for reports that are created When you save a report choose a file name such as details5 rpt viii Appendix C File Extensions and Report Symbols R
11. s OMC cleaning tool Part VISO0246 from your dealer to clean your card reader properly Q What can I use to clean the surface of the Terminal Wipe with a dry cotton cloth only PLEASE do not use an abrasive or chemical window cleaner Q What do I do if I forget my password Contact your dealer Q How can I get information about the status of the Terminal A From the Terminal menu choose Test Terminal Q What should I do if the Terminal needs to be repaired Contact your dealer Q If my Terminal is in a different room than my PC is there any way I can see the Terminal time from my PC A From the Terminal menu choose Test Terminal PayClock 2000 User s Guide What is the problem when the Terminal flashes the message NO RESPONSE FROM CLOCK The Terminal may not be properly connected to the PC Make sure that the Terminal 1s connected to the correct port the power cable is fully engaged into the connector and you have connected the cable to the same Comm port selected in the Communications Settings Dialog Box What is happening when the Terminal flashes the message CLOCK DISABLED LOW AC POWER The AC voltage at the plug has dropped below 102 volts Low voltage is usually caused by other devices on the same power circuit sometimes called a leg that are drawing too much current This is basically a brownout on a smaller scale If you have any current hungry devices such as ele
12. 2000 User s Guide Payroll Int riac tt td id dit 31 Reporter traba ta td 32 Software Preferences titan iia 34 Lo Change Data DC CLON se te codes seid siecle sida tag Masa Seca ta sche Bt Eden retuned ce sees teat eee 34 To Enable Disable Warning Meseaggeng conan ona cnn no anno nn aran caera n cnn ncnnncnanss 34 Calculation Preferences tilda tinas 35 Terminal Manager Setup 37 Accessing the Terminal Manager zi sieitoct scsecuess sasvetacegadhecta a tues aida 37 Terminal Manager Bass 37 SNA EES REESEN 38 ALA A O OO 39 KE 39 Dial OUR ees E edel Edel Ee 40 TS A A O 4 MoO eis stees eege AO E E E di aaed oak E aged A aaa asa aot 42 ET 43 RTE 44 Adding Terminals to he Syste EES EES R E EN E esos sseieeds 45 Terminal Settings sa sich sites ise hath ii EES ee a EEN 45 General ata 46 COMEN A aa 47 POPE Setini ee A eta ee et vee eens 48 RTE 49 RecoverN ee teases ota sce E E sete cUusaceaeteautay aa 49 RS 485 Converter Setn gS inv Sh aati tds 50 General ata 50 CONNECTION A A EE 51 POTES CANES as 52 RS 485 Terminal Properties sc c scceisciecssasseavestssencstesscguccdscca vane SEENEN SEENEN 52 ONT TEE 53 TIME DA ia eier 54 ROCOVE EE 54 Lathem RS485 Sync Time Device Dropertes nana non ccoo nonnncan cc nora n cnica 55 Creating an RS 485 Connection in Terminal Manager 55 Adding a Sync Time Device to an RS 485 Conpecton 59 Setting the Time for All Terminals and Sync Time Devices oooconccniccconcnonononononcnnnconacono nono
13. 47 53 59 Day of Week nde ge tann 24 Daylight Savings Time eee 53 59 Days of Week titi dd 65 Delia is 4 5 Deduct If No Punches AA 12 Delete Employees oononccnincnoconoccnonconnconcnanonanos 25 Delete Schedule Templates A 19 Departments ege sisi tiritas 83 85 Department Names 15 Department Transfer Bxvcepttong 85 Department Transfers 79 Departments seenen e 14 RE CHE 83 84 Device Driver 44 45 Dialnet 40 43 Index Dialing type EE 42 Dials Outre sss cscs et esac hata 40 42 DPT tt ita ey eee 16 E Edit Employees coooconococonccconcnconccconaccnncccnnacnoness 24 Edit Schedule Templates AA 18 EdE a a ici 70 Edita o a os a 79 Employee a 34 86 87 Employee v s cc icetecceicuetsccveuedetebsntes edu 23 Employee List 91 vii Employee List Wages eee eeeeeee 91 vii Employee List Report Sep 87 Employee Setup 20 Employee Status oooonccnnncnoccconccononononanonnncnnccnoo 23 Employee to Terminal Associations 66 Employees Punch A 12 Enable Disable Warning Messages 35 EXCEDUOM sesser ernes 83 84 Exclude Period oieninssnsneniiseosnieoin 64 EXPO Erie 32 1x Export Dates 90 EXPO ita 70 90 F First Day of Weck 28 First NM nod Se 23 Flow Control ics 43k eis tls 52 57 Forget My password seseesseeeneeeeeeeeeneeeeaeeres i G General Propertes 40 48 62 General Tabu ia 20 Global ccs cin iii 79 H Hard Witt 4 40 52 57 Hol Pronto soii ti
14. A Exclude Period 2 End 12 00 AM d New Save Delete Help Close The following table lists the available settings Settings Description Continuously Determines if data is polled continuously from terminals assigned to the polling scheme Hourly Determines if polling occurs once each hour at the minute interval you specify To make polling occur more than once each hour add similar polling schemes scheduling each for a different time Daily Determines if polling occurs each day at specified times You can specify up to four time periods that daily polling occurs Exclude Period 1 Determines if polling does not occur at times specified in the Start and End boxes Exclude Period 2 Determines if polling does not occur at times specified in the Start and end boxes If you modify any of the settings choose Save to commit your changes 59 PayClock 2000 User s Guide Days of Week From the File menu choose View and select Polling Schedules Click the Days of Week tab in the Polling Schedule window to modify any of the settings Polling Schedule New Polling Schedule 1 General Polling Times Days of Week IV Monday T Saturday IV Tuesday T Sunday IV Wednesday I Thursday i Fide AllWeek New Save Delete Help Close This tab dialog is used to determine which days the selected polling schedule will poll Choose the All Week button to select all of the d
15. Employee list except includes wage rate and is password controlled you either have to enter the password or be signed in to have access 85 PayClock 2000 User s Guide Archiving 86 You can preserve valuable records and increase the processing speed of PayClock BY periodically archiving records from the active data file Archiving copies the selected records to an archive file and then removes those records from the active data file Once records have been archived the archive file can be opened to view the records or run reports but the archived records cannot be edited It is recommended that you archive when more that two pay periods are in the active file If you do not PayClock may not be able to fully display certain data windows and overall software performance slows down To Archive Data 1 From the File menu choose Archive This is a password controlled menu item you either have to enter the password or be signed in to have access You must have at least two pay periods before you can archive PayClock displays the Archive dialog box Archive From 6 3 96 To 8 3 97 y 8 3 97 8 10 97 8 17 97 2 Select the To date of the range of data you wish to archive from the drop down list box Note The From date is the oldest date in the file and cannot be changed The To date is the pay period end date You cannot archive data in This or Last pay period 3 Click
16. Employees OR From the terminal pane header bar choose Terminals Assigned to Selected employees EI All Employees Employee tree header bar _z Assigned Terminals 3 System iE 001 Main Clock Terminal tree header bar Note If a terminal s name appears gray then one or more of the selected employees is not associated with the terminal Chapter 5 Terminal Manager Setup To View Employees Assigned to Selected Terminals 1 From the terminal tree header bar choose All Terminals 2 Select the terminals whose employee associations you want to view 3 From the View menu choose Employees and select Assigned to Selected Terminals OR From the employee pane header bar choose Employees Assigned to a Selected Terminal Assigned Employees FF Lathem Time 003 Herman John K Employee tree header bar A 004 Bishop Mike K vv All Terminals H System EI 001 Main Clock Terminal tree header bar i foe 002 Modem Terminal SW To View Employees Not Assigned to Terminals 1 Do one of the following A From the View menu choose Employees and Not Assigned to a Terminal B From the employee pane header bar choose Employees Not Assigned to a Terminal Not Assigned Employees B S Lathem Time 001 Miller Mike O Employee tree header bar 7 All Terminals E 2 System 63 PayClock 2000 User s Guide Creating Bell Schedules 64 The Terminal Manager allo
17. Hour 1 10 Hour or None If you choose 1 4 Hour or 1 10 Hour Rounding you can also set the In Breakpoint and Out Breakpoint Note PayClock rounds the time of each punch except OUT IN punches for Meals then calculates the interval Exact punch times are shown on all reports rounding will be reflected in the totals 29 PayClock 2000 User s Guide 30 In Breakpoint Set the Breakpoint within a 1 4 Hour or 1 10 Hour interval Punches at or greater than this Breakpoint PayClock will round forward Punches less than the Breakpoint round back If rounding is set to 1 4 Hour the In Breakpoint may be set in the range 0 14 minutes If rounding is set to 1 10 Hour the In Breakpoint may be set in the range 0 5 minutes Out Breakpoint Set the Breakpoint within a 1 4 Hour or 1 10 Hour interval Punches at or greater than this Breakpoint PayClock will round forward Punches less than the Breakpoint round back If rounding is set to 1 4 Hour the Out Breakpoint may be set in the range 0 14 minutes If rounding is set to 1 10 Hour the Out Breakpoint may be set in the range 0 5 minutes Adjust To Schedule for more information see Schedule Tab on Employee Setup Arrive Early Within Set the period in minutes of how much time before a scheduled arrival an employee may punch IN PayClock will calculate from scheduled start time You may set from 0 1440 minutes The interval will be treated as if the employee punche
18. Last Badge Number O Employee Number Other O Employee Name O Department Name Preview Employee 7 Print Format Print All 12 Hours Minutes O Other z S C 24 Hours O Hundredths _ Cancel Print Options fx Include Inactive Employees Xx Include Employees With Zero Hours Choose the Pay Period Employee Print Order Print Format and Print Options Click the Preview button PayClock displays the report in a report window If you selected Other for Employee or Pay Period PayClock first displays dialog boxes to let you specify the employee s or period Use the scroll bars and the Previous and Next buttons to navigate within the report Click the Print button if you would like to send the report to a printer click the Save Chapter 6 Basic Operation button if you would like to save the report to a file or click the Close button to close the report window Note You may print a report without previewing it by clicking the Print button instead of the Preview button in the Report Setup dialog box Pay Period Report Types Details List of employees with corresponding punches department transfers tips non worked hours daily totals department pay period totals and pay period totals If rounding is in effect the punches reflect the actual time of the punch and the totals reflect the applied rounding Totals Same as Details but without the list of p
19. Manager Module then skip this section and follow the instructions required to setup the Terminal Manager Module found in Chapter 5 of this book If you will be operating in single terminal mode only please follow these setup instructions To setup Single Terminal Communications Settings L 2 5 From the Setup menu choose Preferences From the Preferences Menu choose Communications PayClock displays the Communications Settings dialog box Comm Pot f Baud Rate 7 O Com1 19 2K Com 2 O 9600 C Com 3 CO 4800 O Com 4 O 2400 Gell SC Choose the communications port to which you connected the PC2000 terminal via the serial cable Make sure that the Baud Rate is set to 1200 baud This is the required baud rate for single terminal configurations Click the OK button To setup Single Terminal Properties 1 From the Setup menu choose Terminal PayClock displays the Terminal Setup dialog box Time Display 7 Time Goan 09 36 41 AM CO 24 Hour Date Thu 8 21 97 Daylight Save J On ancel z D Choose 12 Hour or 24 Hour for the Time Display Choose On or Off for Daylight Save PayClock 2000 User s Guide Meals 10 Note If the Daylight Save option is On it will move the clock forward one hour starting the first Sunday in April and back one hour the last Sunday in October 4 Check that the time and date displayed are accurate Note You cannot change the time and date fie
20. Only 1 In the terminal tree select the icon that represents the devices you wish to sync 2 From the File menu choose Properties then click the Time Date tab 3 Click the Syne Terminal to System button Setting the Time for Sync Time Devices Using the Autopoll Manager 56 When using polling schedules you can set Autopoll Manager to automatically update the time at the sync time device s Add the sync time devices to a polling schedule then configure the system properties to automatically update and set the time during polling The Autopoll Manager program must be running in order to update the time automatically To add sync time devices to a polling schedule Open the Polling Schedules window by clicking the Polling Schedules button Choose the schedule to modify or click New to create a new schedule Make sure the Active box is checked Highlight the devices in the terminal tree that you want to add to the schedule Click the Add button Modify any settings under the Times and Days of Week tabs if necessary Click Save Click Close COON IA To enable the auto update function 1 Open the system properties by double clicking the system icon on the terminal tree 2 Under the General Tab ensure the Auto Update Terminal Settings during Polling box is checked 3 Under the Time Date Tab check Set Time on Updates then click OK Chapter 5 Terminal Manager Setup Creating Polling Schedules As employees perform tran
21. Stant Monday E Cancel Choose the appropriate Pay Period First day of Week and Pay Period Start When you are satisfied with your selections click the OK button Click the Cancel button to close the Pay Period Setup dialog box and abandon any of the changes you entered Chapter Four Setup The Pay Period choices are as follows Pay Period Weekly Bi Weekly or Semi Monthly First Day of Week For weekly and bi weekly pay periods this is the first day of the pay period For semi monthly pay periods it is used for calculating overtime Pay Period Start PayClock disables this choice 1f you chose a weekly pay period If you chose a bi weekly pay period choose either This Week or Next Week If you chose a semi monthly pay period choose from the list of Pay Period Start Dates EM is the last day of the month You can print the current settings for Pay Period First Day of Week and Pay Period Start by running the Configuration Report Overtime You can configure PayClock to match your overtime and holiday payroll rules If you have overtime calculated both for working more than 8 hours day and for working more than 40 hours week or 80 hours bi weekly pay period and then PayClock can use one of two overtime calculation methods The first is the Regular method which calculates overtime based on the sum of regular hours worked only The other method is the Total method which calculates overtime base
22. When you are finished click the Close button to close the Add Tips dialog box Chapter 6 Basic Operation To Add Non Worked Hours to a Group of Employees 1 From the Edit menu choose Add Global NonWork Hours This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Add NonWork dialog box Add Nonwork x Employee Date McDonald Russel T 06 07 96 Fri ES Randolph Judy A Note The employees are listed in the order set in the View menu To change the list order Close the dialog box and select the View menu Choose the Sort by you would like There is a check mark next to the current selection Ka Select the employees to whom you wish to add the non worked time To select multiple employees hold down the lt CTRL gt key while you click on the desired employees Select a consecutive group of employees by holding down the lt SHIFT gt key and clicking on the first and last employees of the consecutive group If you want all the employees click the Select All button Select the date for the non worked hours you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Select the amount of non worked time Highlight a single portion of the time and use the spin buttons to increase decrease the time accordingly Choose the type of non worked hours Vacation Ho
23. for information on disallowing employee transactions on selected terminals 21 PayClock 2000 User s Guide 22 The Employee fields are described as follows General Tab Last Name Enter up to 20 alphanumeric characters no punctuation marks The Terminal displays the first 12 characters when the employee punches IN OUT at the Terminal This is a required field First Name Enter up to 20 alphanumeric characters no punctuation marks The Terminal displays the first character when the employee punches IN OUT at the Terminal This is an optional field MI Enter one alphanumeric character no punctuation marks for a middle initial The Terminal displays this character when the employee punches IN OUT at the Terminal This is an optional field Employee Enter up to 9 alphanumeric characters This is an optional field you can use to cross reference PayClock with your other employee records and will be used as employee identification in Export files This is an optional field Badge Click the up down arrows to circulate through unassigned badge numbers This is number of the badge the employee will use at the terminal The badge number cannot be changed after you save the employee PayClock defaults to the next available badge number when you enter a new employee This is a required field Employee Status Select either Active or Inactive Active means they are allowed to punch IN OUT at the Terminal Inac
24. report header for all your reports You cannot change the header when you run the report Return to Report Preferences to change the header To Set Report Preferences 1 From the Setup menu choose Preferences 2 From the Preferences menu choose Reports This is a password controlled menu item you either have to enter the password or be signed in to have access Chapter Four Setup PayClock displays the Report Preferences dialog box Report Preferences x Employee Company Name Address 1 A 5 Address 2 a TI O This Phone Cancel O Other Print Order Print Format 12 Hour 24 Hour Include Employees With Zero Hours NR Page Break Between Departments F Include Phantom Punches Badge Number O Employee Number O Employee Name O Department Name Minutes O Hundredths Print Options X Include Inactive Employees 3 Choose the Employee Pay Period Print Order and Print Format defaults 4 Type your report header in the Company Name Address 1 Address 2 and Phone boxes You can click in each box or press the lt TAB gt key to move from box to box 5 When you are satisfied with your selections click the OK button Click the Cancel button to close the Report Preferences dialog box and abandon any changes The available Report Preference settings are as follows Employee Choose All or Other If you select Other you are able to select whic
25. settings and operations This is where you will configure your system s communications settings setup terminals and manage polling and bell ringing processes Terminal Manager ME E File Edit View Tools Window Help El elo saae El E ABC Gizmo Company MIE E Main Plant 000 Electronics Dept 000 Assembly Dept E 000 Shipping 2 8 000 New Terminal E 000 Westville Sales Office 000 Eastside Sales Office 37 PayClock 2000 User s Guide The left side of the Terminal Manager consists of two panes the Employee Tree and the Terminal Tree The Employee Tree contains a list of employees that have been setup in PayClock for Windows The Terminal Tree displays the terminals you have configured for use on your system A plus sign next to an item implies that additional hardware is connected to it To see the additional hardware click the plus sign The Terminal Manager s tool bar is located beneath the menu bar The tool bar is a convenient way to access the most common Terminal Manager functions You can view each buttons label by holding the mouse pointer above the tool bar button for at least one second All of the tool bar button functions are also available from the menu bar The large open area on the right hand side of the screen is where dialog boxes for setting up devices and processes will be displayed You can adjust the size of both the Employee and Terminal panes by clicking an
26. that are to be polled You must assign the terminals you wish to be polled for the selected polling schedule Polling Schedule New Polling Schedule Polling Times Days of Week Polling Schedule Name New Polling Schedule 1 I Active List of Terminals to Poll _ cda Remove Poll Now New Save Delete Help Close To assign terminals to a polling schedule 1 From the polling scheme window select the polling schedule for which you want to assign terminals 2 From the terminal pane select the terminals you want to assign 3 Choose the Add button or drag and drop the selected terminals onto the List of Terminals to Poll box 4 The list of terminals you have assigned will appear in the list of terminals to poll box To remove terminals from a polling schedule 1 Select the terminals you want to remove 2 Choose the Remove button To manually initiate a polling schedule 1 Select the Polling schedule you want to initiate 2 Choose the Poll Now button Chapter 5 Terminal Manager Setup Polling Times From the File menu choose View and select Polling Schedules Click the Polling Times tab in the Polling Schemes window to modify any of the settings Polling Schedule New Polling Schedule 1 y General A gt Intervals Te Continuously Hourly from 1 60 minutes every hour T 0 C Daily Time Period s 1 M f 12 00AM 3 FJ 12 00 4M A Exclude Period 1
27. tias 72 O O 88 Optional Department 20 24 Out Break point sirere eiiis 31 OUT punch A teeta ieee st 24 A TS 87 Outside Lime 42 43 Over E 28 29 Overtime Calculation Methods eeeeeeeee 28 Overtime Rate scie a ERRE 29 P Parity italia 52 57 Password e ia 8 41 42 98 1 Dita iii 24 Pay Penod nees iere a 27 28 34 85 Pay period Options stiski iir 27 Pay Period Renort eee ee eeeeseeseeneeeeees 83 Pay Period Report Sep 85 Pay Period Start vcssdcccssseseiasticasteseccouees 27 28 Pay Period Totale 76 Bay Ratas di 24 PayClock Support Lummen 4 5 PayClock Termmals 4 43 Payroll Export Wizard oooooonnccnonncocnnoccnonconncanoss 32 Payroll Interface c c ss sccsceesedeesseesdecasesedeesss 32 Payroll 7D Otalls iconos sii caidos 91 Payroll Totals Wages oooonconncnnocinoccnnnnonncanoos 91 Payroll Totals Wages ASCII Format vi Payroll Totals ASCII Format 200 0 eee Vi Berburg aione uada a v Periodic Maintenance oococnococonccconanconnncnnnnnonnncnns 1 Phone Number euer edd 51 Bolten atencion site casaci n 25 Polls 46 50 58 62 63 64 Poll tito 38 46 62 63 64 65 70 Polling Schedules A 62 65 73 Polling the Termmnal 72 Polling Timer eta 64 O O nteeie ed 48 Print Format 34 86 Print Ord iis ot cd 34 86 88 Pulse Dalim tri 42 PUNCHES cccccncccnnncnnncncnonononincncnnnnnnnnnos 30 76 96 R Recalculate icons 11 Recalculation vicio 97 Refrescos 99 Regist ring on
28. to send changes to the Terminal a Click Yes if you are finished adding deleting or editing The changes will be sent to the terminal b Click No to abort the process c Click Cancel to return to the previous screen To Edit Department Names A From the Setup menu choose Department Names This is a password controlled menu item you either have to enter the password or be signed in to have access Highlight the department name you wish to change and click the Edit button PayClock displays the Edit Department dialog box Edit Department x Department Name Administrative Department ID ai Cancel Edit the name and click the OK button Click the Close button To Delete a Department 1 2 From the Setup menu choose Department Names This is a password controlled menu item you either have to enter the password or be signed in to have access Highlight the department name and click the Delete button Chapter Four Setup PayClock displays the Affected Employees dialog box Delete Sales x Affected Employees Randolph Judy A 3 PayClock displays any employees currently assigned to the department You may print this list for future reference Note You have the option of printing the list of Affected Employees or saving it to a file before Deleting Name this file when it is saved PayClock adds the extension DPT From PayClock you can select File then Open Select All Files
29. use the backspace key to erase the old number When you have finished click the Close button Note You should test the badges before distributing them to the employees 25 PayClock 2000 User s Guide Pay Period 26 To Test the Badges This feature is not available if you are using the Terminal Manager 1 2 From the Help Menu choose Badge Assistance Click the Test button The PayClock terminal displays Badge Test Mode At the terminal insert badge and verify the Terminal displays the correct Badge Number Repeat step 3 for each badge Re punch any badges that have not been setup correctly The Terminal returns to the normal time date display 30 seconds after the last badge has been tested Note After you enter test mode you have two minutes to insert the first badge before the Terminal returns to the normal time date display PayClock can be configured to calculate total work hours and gross wages for your company s pay period Pay period options include weekly every other week or twice each month To Set up Pay Period 1 From the Setup menu choose Pay Period This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Pay Period Setup dialog box Pay Period Setup x Pay Period 7 Pay Period Start 7 O This Week O Next Week Weekly O Bi Weekly C Semi Monthly Eist Day OF Week Poy Period
30. use the default value Data Bits Specifies the data bits for this port If you are not sure what the value should be consult your hardware documentation or use the default value Parity Specifies the parity for this port If you are not sure what the value should be consult your hardware documentation or use the default value Stop Bits Specifies the stop bits for this port If you are not sure what the value should be consult your hardware documentation or use the default value Flow Control Specifies the flow control for this port If you are not sure what the value should be consult your hardware documentation or use the default value RS 485 Terminal Properties When a terminal is connected to an RS 485 converter you must configure that terminal s properties These properties define the characteristics of a specific terminal From the 52 Chapter 5 Terminal Manager Setup Terminal Properties dialog you can set the general properties Time Date properties and perform Data Recovery in the event of a terminal malfunction General In the terminal pane select a specific terminal that is in your RS 485 Network From the File menu choose Properties F8 and click the General tab in the Terminal Properties dialog box to modify any of the settings Terminal Properties General Time Date Recovery Use this dialog to define a Terminal Node s Property settings These settings are used during communications with a term
31. www lathem com Document Number OMP29902 Contents Contents Welcome 1 Terminal Manager Modules ii is 1 DEE 1 Whats Included initial 2 System Requirements id didas 3 Getting Help 4 Using This Book O A a NAS 4 Using Online DOCUMENT ie a ee 4 Contacting Your Dealer ici Aia 4 Contacting the Lathem Support Lummen 5 Installing 6 New Installation cocina it theta inde 6 Upgrading an Existing Installation ononnnncnnnnnnocanoncnoncnnnnonononcnnncnnncon crono nono non cnn nono conan ocn nan rnn cnn cnn craneo 7 Starting PayClock cuco aid deta 7 Setup 8 PASS WOR tt tin dt A td dara 8 Single Terminal Communications n e eene eare e e E anno nn conan anar nn aran aran aran aE EEEE Se 9 Meal ti da 10 DepartMentS 2 bla 13 LO Ada Departments oeii A AA tas ees A de a tes 13 Lo Edit Department NAMES ii att Mates Wee a tte 14 To Delete A Department rrii detii ata a ete tes hed Sade E esd Atta eked a aie arta tees 14 Schedule Templates tarta ta 16 Lo Settip Schedule Templates it dt A tai 16 To Apply Schedule Templates odian 17 Lo Edit Schedule Templates cit tt dd ind 17 Lo Delete Schedule Templates conidios nada decorada ind 18 Employees sit si ta 18 Lo Add Employee conri is a tasa in 18 LOPE It Employee diia 23 To Delete Employee cid iia inicia 24 Ba ia id di ae ts tadas 24 Lo Configure BAA SES cidad acta 24 EE 26 Pay E 26 OvertiMe ici ii dl ii 27 Punches RoundIA St tps essen sth erbets besveasta SES 29 PayClock
32. your PayClock program folder For detailed information on the Auto Poll application please see the readme txt file located in your PC2000 directory Retrieving Polled Data 68 This function is only required if you are using Terminal Manager If you are using PayClock in Single Terminal Mode you should disregard this section Terminal Manager stores all recently polled data into a temporary data file This allows you to poll many terminals and then update your active PayClock data file at one time This process of updating your active data file with recently polled data is called Retrieving The retrieve process also performs a recalculation of employee totals ensuring accurate employee time information Depending upon the amount of data to be retrieved this process could take several minutes Therefore it is recommended that you Retrieve Polled Data only after all of your terminals have been polled Chapter 6 Basic Operation To Retrieve Polled Data 1 From the File menu choose Retrieve Polled Data PayClock displays the Terminal Polling Information dialog box Terminal Polling Information x Last Polled Terminal 00 00 00 00 00 00 New Modem Connection 00 00 00 00 00 00 New RS232 Connection Launch Terminal Manager Cancel Continue 2 Verify that all of your terminals have been polled if not press the Launch Terminal Manager button to enter Terminal Manager where you can manually poll your terminals 3
33. 8 The following table lists the available settings Settings Outside line Special long distance carrier Call waiting Dialing type Description The numbers required to access an outside line If you do not have to dial any numbers to access an outside line leave this box unchecked Numbers required to access a special long distance carrier If you do not wish to access a special long distance carrier leave this box unchecked Specifies whether your location uses call waiting Call waiting should be turned off while dialing from your computer Contact your local telephone company for information about how to turn off this feature Specifies which type of dialing to use Specify pulse dialing if this is the only type your phone line supports Chapter 5 Terminal Manager Setup Dial In The system can be configured to set the modem to automatically answer incoming calls from PayClock terminals with internal modems System Properties ES General Security Dial Out Dialin Modem LogFie Time Date When modem is in Auto Answer Mode JK Auto Answer Mode Times are Start 12 00 AM End 1 00AM answer mode between these times Answer on which ring 6 Start amp End times will automatically sync to the Terminal s Dail ln window of time s The host system will automatically set the host modem to auto The following table lists the available settings Settings D
34. Click the Transfers button This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Add Department Transfer dialog box Date 06703796 Mon E Time 08 00 AM El Department Administrative a Close 3 Select the date time and department 4 Click the Add button PayClock displays Transfer Added 5 Repeat steps 3 4 for all the department transfers you wish to add When you are finished click the Close button PayClock closes the Add Department Transfer dialog box and returns to the Edit Timecard dialog box Global Employee Edits If you need to add punches tips or non worked hours to more than one employee you can use PayClock s Global Edit feature To Add Punches to a Group of Employees 1 From the Edit menu choose Add Global Punches This is a password controlled menu item you either have to enter the password or be signed in to have access 74 Chapter 6 Basic Operation PayClock displays the Add Punch dialog box Add Punch x Employee Date McDonald Russel T 06707796 Fri E F Randolph Judy A Time Note The employees are listed in the order set in the View menu To change the list order Close the dialog box and select the View menu Choose the Sort by you would like There is a check mark next to the current selection 2 Select the employees to whom you wish to a
35. Clock will assume Base Pay for that Optional Department This is a required field if selecting Optional Departments Schedule Tab Day of Week Check the box for each day of the week you expect the employee to work The employee will appear on the Absence Report for those days that are checked but the employee has no transactions This is an optional field In The time at which an employee s IN punch is expected The allowable range for early IN punches is adjusted in Punch Setup The corresponding Day of Week must be selected before this field can be changed This is a required field when you select that day for the employee s schedule Out The time at which an employee s OUT punch is expected The allowable range for late OUT punches is adjusted in Punch Setup The corresponding Day of Week must be selected before this field can be changed This is a required field when you select that day for the employee s schedule Hours Calculated difference of Out and In fields This field is not adjustable by the user and does not reflect time deductions for meals To Edit Employees 1 From the Setup menu choose Employees This is a password controlled menu item you either have to enter the password or be signed in to have access 2 Use the Select Employee drop down list box to select the employee you wish to edit PayClock retrieves the employee s information 3 Edit any of the fields the same way you added the employ
36. OWS Version 02 00 00 Copyright 1996 Lathem Time Corporation This copy of PC2000 is registered to Lathem Time Corporation The Serial Number is SP123456 Serial Number 2 Select the Serial Number button PayClock displays the Software Serial Number dialog box Serial Number The software serial number is used to track your license of this software It is also required if you should ever need technical support Entering your serial number below will allow us to store this information with your installed software Then this information can be easily retrieved from the About Window when n NOTE If you do not have your serial number leave this information blank Serial Number EMPEIES or 3 Enter the serial number found on the outside of your software box 4 Choose OK What s Included Your package contains e This User s Guide e Product Registration Card e Four 4 Installation Diskettes All of the PayClock manuals assume you are somewhat knowledgeable of Windows and Windows terms If you are not we recommend that your familiarize yourself with them before starting PayClock Chapter One Welcome System Requirements To run any PayClock software you will need A computer with an 80486 or greater processor 8 Mbytes of RAM Hard disk with at least 15 Mbytes of free space 1 44 Mbytes capacity 3 5 floppy diskette drive VGA or higher resolution display Mouse or other pointin
37. Press Continue PayClock retrieves and recalculates the polled data This may take several minutes Note When the PayClock application is initially started it checks if there is any recently polled data to be retrieved if so you will be given the opportunity to do so at that time Editing Employee Time Cards There are times when you want to edit the time card information for one or more employees For example you may want to add a missed punch for an employee give an employee non work hours for a holiday or add tips to an employee You can edit timecard information in PayClock either one employee at a time or for a group of employees all at once To edit timecard information for one employee at a time you must first retrieve the employee timecard To Retrieve an Employee Timecard 1 From the Edit menu choose Timecard 69 PayClock 2000 User s Guide PayClock displays the Edit Timecard dialog box Edit Timecard RB Name McDonald Russel E Add Punches Badge 002 Emp tt 00000002 Dept Administrative Add Tip D 06 03 Mon 12 00 tips 06 03 Mon 07 52a 06 03 Mon O1 30p d Service 06 03 Mon 05 09 06 04 Tue Ot 06 04 Tue 07 58a 06 04 Tue 01 30p d Service 06 04 Tue 05 10p 06 05 Wed 14 00 tips 2 06 05 Wed 07 57a 06 05 Wed 01 30p d Service 06 05 Wed 05 03p 06 06 Thu 12 00 tips 06 06 Thu 08 00a 06 06 Thu 01 30p d Service D6 06 Thu 05 02p 06 07 Fri 15 00 tips Add N
38. Time and Attendance System Copyright 1994 1997 Lathem Time Corporation All rights reserved PayClock 2000 Time and Attendance Software User s Guide PayClock Lathem and the Lathem logo are registered trademarks of Lathem Time Corporation MS DOS and Windows are registered trademarks of Microsoft Corporation Other product names mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged The software described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of that agreement It is against the law to copy the software on any medium except as specifically allowed in the license agreement This manual is a confidential proprietary document solely for the use of Lathem customers Information in this document is subject to change without notice and does not represent a commitment on the part of Lathem Time Corporation No part of this manual may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose without the express written permission of Lathem Credits Development Mike Bishop Carol Gaulden and Mike Miller Quality Assurance Rick Smothermon Jim Bedinger Documentation Cheryl Marchbanks Copyright O 1999 Lathem Time Corporation All rights reserved Lathem Time Corporation 200 Selig Drive SW Atlanta Georgia USA 30336 800 241 4990
39. a Home Department other than None before you can add optional departments 7 When you are satisfied with all the fields entered click the Schedule tab PayClock displays the New Employee dialog box Schedule tab New Employee xl Select Employee Schedule sn RI _ 6 Mon fx 08 00 Am S 05 00 PM des Save Tue X 08 00 AM S 05 00 PM S 09 00 Ei Undo Wed X 08 00 AM S 05 00 PM 09 00 DERE ae Thu fx 08 00 AM 05 00 PM S 09 00 za SES Pos 08 00 AM 05 00 ewei 09 00 ApplyTemplate s RR 8 Check the boxes for each day that the employee is expected to work Use the spin buttons to set the IN and OUT times The hours are calculated automatically 9 Optional Use the Apply Template to enter a standard schedule 10 When you are satisfied with all the fields entered click the Save button PayClock will prompt you with the following message if you do not specify a Home Department or Base Pay for an employee Optional Data Missing x 2 No data in the following Employee Number Home Department Base Pay Do you wish to Save anyway Repeat steps 2 10 for each employee you wish to enter 11 Once you have entered all the employees you wish to add click the Close button IMPORTANT New settings for employees and departments must be sent to the terminal before they will take effect Please make sure to update these settings appro
40. alog box to modify any of the settings System Properties ES General Security DiatOut Dian Modem Log File Time Date Cleaning I Overwrite after every communication session The following table lists the available settings Settings Description Overwrite after every Determines if the log file will be overwritten on every communications session communication session A communication session occurs anytime the terminal manager communicates with a terminal 43 PayClock 2000 User s Guide 44 Time Date In the terminal pane select the system object From the File menu choose Properties FS and click the Time Date tab on the System Properties dialog box to modify any of the settings This dialog displays the time and date settings that your computer is currently using The calendar shows the days that correspond to the selected month and year settings The outlined date is the one your computer is using The Set Computer System button sets your PC s time date settings to the settings of your choice Choose the Set All Terminals Now button to make all your terminals time date settings correspond to the system System Properties General Security Dial Out Dialn Modem Log File Time Date 9 19 36 AM 12 00 00 AM Time Zone Eastern Time US amp Canada y Set Computer System I Set Time On Updates T Set Flags On Updates
41. and tips for the employee Click the View button to choose whether PayClock displays daily or pay period totals in this box To Edit Employee Information If you would like to change the employee information click the Edit button to open the Employee Setup dialog box To Delete a Transaction You may delete any of the punches tips non worked hours or department transfers by clicking on the desired line and pressing the lt DEL gt key on your keyboard If you delete a punch tip or department transfer that was made by the employee at the Terminal PayClock displays a next to the date The transaction is not used in calculations but remains on the transaction list A transaction that was added from the PayClock software is totally removed when deleted To Restore a Deleted Transaction If you would like this punch restored and included in calculations highlight the punch and press the lt DEL gt key To Add Punches for One Employee You cannot add Punches Tips Non Work Hours or Department Transfers until you have polled the Terminal and downloaded at least one punch 1 Retrieve the employee in the Edit Timecard dialog box 2 Click the Punches button This is a password controlled menu item you either have to enter the password or be signed in to have access 71 PayClock 2000 User s Guide 72 PayClock displays the Add Punch dialog box Add Punch x Date 06 03 96 Mon Time 08 00 AM
42. andard El Schedule IN OUT Sunday E Monday P 08 00 AM 05 00 PM S Tuesday X 08 00 AM 05 00 PM Wednesday x 08 00 AM 05 00 PM Thursday E 08 00 AM El 05 00 PM S Friday X 08 00 AM El 05 00 PM Saturday E HOURS 09 00 09 00 09 00 09 00 09 00 2 Click the New button 3 Assign a name to your template by typing it in the Select Schedule box 4 Click the check boxes beside the days you wish to add to the new schedule template If you change your mind and want them removed click the appropriate check box again 5 Use the spin buttons to set the IN and OUT times for each day checked Hours are calculated for you Note Any deductions for meals are NOT included in the hours field 6 Click the Save button to save your template Click the Undo button to abandon any changes Repeat steps 2 through 6 to create additional new schedules 7 Click the Close button when finished Chapter Four Setup To Apply Schedule Templates From the Setup menu choose Employees This is a password controlled menu item you either have to enter the password or be signed in to have access If adding a new employee click the New button If editing select an existing employee using the drop down list then click the Edit button Select the Schedule tab by clicking on it Click the Apply Template button Pa
43. ays of the week Deleting Polling Schedules If you want to temporarily deactivate a polling schedule simply deselect the Active box on the General tab of the Polling Schedule window Also you can permanently delete a polling schedule To delete a polling schedule 1 From the Polling Schedule window select the polling schedule you want to delete 2 Choose the Delete button 60 Chapter 5 Terminal Manager Setup Employee to Terminal Associations In order to effectively manage an employee s time and attendance data the employee needs to be associated with a terminal This association allows PayClock to validate employee transactions at associated terminals In a one terminal system employee and terminal association is trivial however with multiple terminals the process can be more involved Terminal Manger provides an easy way for you to view and configure terminal and employee associations Through the use of an intuitive and graphical interface Terminal Manager makes associating an employee to a terminal as simple as drag and drop A counter to the left of a terminal in a terminal tree indicates the number of employees assigned to the terminal z All Terminals E amp System 000 Main Clock dodem Terminal Assigning an Employee to a Terminal In order for PayClock to validate or allow an employee to perform transactions at a terminal you need to assign the employee to a terminal By default all
44. ays the Send Names dialog box 2 The PC initiates communication with the Terminal and starts sending the data PayClock displays the status of the communication in the Send Names dialog box You may click the Cancel button to stop the transfer at anytime without destroying any data When the dialog box disappears from the screen Send Names Data is complete Using Terminal Manager To update settings of selected terminals 1 In the terminal tree select the terminals you want to update 2 From the Tools menu select Update Settings Now and then choose Selected Terminals 87 PayClock 2000 User s Guide To update settings for terminals of selected employees 1 Inthe employee tree select the employees for whose terminals you want to update 2 From the Tools menu select Update Settings Now and then choose Terminals of Selected Employees 88 Chapter 7 Advanced Operation Chapter 7 Advanced Operation The functions described in this section are advanced operations and are not part of your routine payroll cycle Please exercise caution when using these features as they may cause irreversible changes to your PayClock data file Modifying Punch Data If employees punch IN or OUT or transfer departments on a clock where the time or date is not accurate you can correct their times using the Modify Punches feature This feature is only available in single clock mode To Modify Employee Punch Data 1 Select the Help men
45. ch Chapter Four Setup Departments You may assign each employee a Home Department and up to two Optional Departments There are no departments initially loaded you should add department names before you enter employee data You may have up to 50 departments in PayClock Each department name can have up to 16 alphanumeric characters no punctuation or symbols To Add Departments From the Setup menu choose Department Names This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Setup Department Names dialog box Setup Department Names x Department List 02 Service 03 Administrative Sort Order C Department IS ID Note You can display the departments sorted by department name or by ID number using the Sort Order feature shown above 2 a Click the Add button PayClock displays the Add Department dialog box Add Department x Department Name M aintenance Department ID 4 Cancel Type the name of the department Select the Department Number using the spin buttons PayClock skips any numbers 13 PayClock 2000 User s Guide already assigned to other departments S Click the OK button Repeat steps 2 5 for each department you want to add 6 When you are finished entering departments click the Close button Upon closing PayClock will ask if you wish
46. ck displays the report in a report window If you selected Other for Employee PayClock first displays a dialog box to let you specify the employee s to appear on the report Use the scroll bars and the Previous and Next buttons to navigate within the report 5 Click the Print button if you would like to send the report to a printer or click the Save button if you would like to save the report to a file Note You may print a report without previewing it by clicking the Print button instead of the Preview button in the Report Setup dialog box Employee List Report Types All list of all employees in the data file including name employee number badge number status departments schedule if assigned and wage rate if you have signed in In list of employees who currently have an IN status polls the terminal first This report is not available if you are using the Terminal Manager Out list of employees who currently have an OUT status polls the terminal first This report is not available if you are using the Terminal Manager Employee List Report Options Employee Choose All or Other If you chose Other PayClock displays the Select Employees box when you run the report See previous section on Pay Period reports for information on selecting the employees Print Order Choose Badge Number Employee Number or Employee Name for the order the employees appear on the report To Save a Report 1 Select the re
47. ctions click the OK button Click the Cancel button to close the dialog box and abandon any of the changes you entered PayClock copies the data files into the new data directory To Enable Disable Warning Messages Rea pa From the Setup menu choose Preferences From the Preferences menu choose Software This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Software Preferences dialog box Click in the box next to each warning message to activate the setting When you are satisfied with your selections click the OK button Click the Cancel button to close the dialog box and abandon any of the changes you entered Chapter Four Setup The different warning messages are described as follows Incomplete Employee Warns of an attempt to save an employee without filling in the entire employee setup information It may be useful to disable this message if there is an optional field that you do not use Archive Reminder Reminds you to archive data when you start PayClock if more than two pay periods are stored in the active data file You may print the current data directory and status of warning messages by running the Configuration Report Calculation Preferences Warning These features are critical to all employees worked hours calculations Unless you are experiencing calculations problems please do not change the value of these fie
48. ctric space heaters disconnect them and observe the clock If the clock returns to normal you have found the problem You should then either relocate the clock or the other devices to another power circuit in your building Q What happens if I lose AC power to my Terminal The Terminal display goes blank You are not able to communicate with the PC punch IN OUT or use the keypad at the Terminal until power is restored The Terminal maintains the time and the data already collected What happens if I lose AC power to my PC or my PC resets during calculation of Employee Totals In PayClock FOR WINDOWS go File and select Recalculate The system will do the recalculation for you Q What happens if I reinstall PayClock FOR WINDOWS software A The system will detect that PayClock was previously installed and will provide instructions Appendix A Frequently Asked Questions Q What do I do if I get the message Share exe not loaded You need to exit PayClock FOR WINDOWS and add the following line to the beginning of your autoexec bat file c dos share exe L 500 F 4096 You must exit Windows and restart your computer for the change to be accepted For more information about editing your autoexec bat file or the share exe command refer to your DOS user s manual What do I do if the Terminal flashes the message SYSTEM ERROR What do I do if the PC displays A problem has been detected with the Te
49. d IN at the scheduled time for the day Leave Late Within Set the period in minutes of how much time after a scheduled departure an employee may punch OUT PayClock will calculate from scheduled departure time You may set from 0 1440 minutes The interval will be treated as if the employee punched OUT at the scheduled time for the day Example of Rounding The selection of Rounding and Breakpoints effects the adjustment of punches when calculating the employee s time totals These choices are based on company policy When we talk of rounding time we are saying Here is a punch From what point in time do you want to pay this employee Conditions 1 4 hour rounding 6 minute In Breakpoint 8 minute Out Breakpoint In Breakpoint Rounding In this example any punch made at or between 0700 and 0705 less than the 6 minute In Breakpoint would round back to 0700 and is calculated from 0700 Chapter Four Setup Out Breakpoint Rounding In this example any punch made at or between 0408 and 0415 would round forward to 0415 and the employee is paid until 0415 Note The punch times shown on the Timecard will reflect the actual time of the punch and the totals will show the effect of the rounding Payroll Interface PayClock software comes standard with interfaces to some of the most common payroll software applications New interfaces are constantly being developed so if you don t see a Wizard for your par
50. d OUT at the Terminal This section is only applicable to standard PayClock badges not Bar Code badges Each Badge Number corresponds to a pattern of holes you punch into the badge Each badge has a series of numbers printed next to two rows of circles To Configure Badges 1 Write each Employee s name and assigned Badge Number on a blank badge Note You can print out your Employee List Report to make this task easier See To Run an Employee List Report 2 From the Help Menu choose Badge Assistance Chapter Four Setup PayClock displays the Badge Assistance dialog box ta Badge Assistance Bisi E Enter the Badge number Go Enter the Badge Number of the badge you wish to configure 4 Click Display PayClock displays a picture of the badge with the pattern of holes that corresponds to the particular badge number The sum of the numbers associated with the punched holes adds up to the Badge Number Note PayClock only accepts badge numbers from 1 to 250 If you enter a number outside of that range PayClock displays the following message Badge Assistance A Invalid badge number Enter a number between 1 and 250 5 Use a hole punch to punch holes through the circles corresponding to the proper pattern Note Be careful to punch exactly through the proper circle to ensure the Terminal will read the badge correctly 6 Repeat steps 3 through 5 for the remaining badges to be punched you can
51. d dragging the dividers that make up their edge of the pane System Settings 38 Now that you are familiar with basic components of the Terminal Manager you are ready to start configuring your system The first step is to define your system properties System properties reflect the settings that apply to the entire application From the System Properties dialog you can set general properties security properties dial out properties dial in properties modem properties log file properties and time date properties Chapter 5 Terminal Manager Setup General In the terminal pane select the system object From the File menu choose Properties FS and click the General tab on the System Properties dialog box to modify any of the settings System Properties General Security Dia Out DiaHn Modem Log File Time Date Use this dialog to define System Property settings These a settings are used during communications with a terminal node Name Lathem Timel M Active T Auto Update Terminal Settings during Polling The following table lists the available settings Settings Description Name Identifies the system All printable characters are allowed The system name cannot exceed a total of 31 characters Active Determines if the system is active Deactivating the system deactivates all terminals Auto Update Terminal Determines if terminal settings will automatically be Settings during Polling update
52. d during polling Security Note This is only used when a terminal is dialing back to the PC When there is an attempt to access the system from a remote location you may require a password It is recommended that you use a password to prevent unauthorized access to the system To change your system password 1 In the terminal pane select the system object From the File menu choose Properties F8 and click the Security tab on the System Properties dialog box 2 Choose Set 3 Type in the current password in the Old Password box and a new password in the New Password box An asterisk appears for each character you type 39 PayClock 2000 User s Guide 40 4 Inthe Confirm New Password box type your new password again Then choose OK Your new password takes effect immediately a password Dial Out Note You will no be able to enter anything in the Old Password box if you have not previously set In the terminal pane select the system object From the File menu choose Properties FS and click the Dial out tab on the System Properties dialog box to modify any of the settings System Properties ES General Securty DialQue Dialin Modem Loa File Time Date m How dail from this location IV To access an outside line first dail F To use a special long distance carrier dail IV This location has call waiting To disable it dial This phone uses TS Tone dailing C Pulse dailing Fr 70
53. d on the sum of all hours worked including overtime but excluding holiday sick vacation or other non worked hours The following is an example to illustrate the two calculation methods Example PayClock has been setup to calculate overtime both for working more than 8 hours day and for working more than 40 hours week An employee works from Monday through Thursday for 10 hours each day giving a total of 32 regular hours and 8 overtime hours He then works 10 hours on Friday Using the Regular method the employee would need 8 more regular hours on Friday before qualifying for the hours week overtime Therefore the employee ends the week with 40 hours of regular time and 10 hours of overtime Using the Total method the employee has the 40 hours of total time required by the end of Thursday Therefore every hour worked on Friday is overtime The employee ends the week with 32 hours of regular time and 18 hours of overtime 27 PayClock 2000 User s Guide 28 To Setup Overtime 1 From the Setup menu choose Overtime This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Overtime Setup dialog box 1 Period Rate IS Weekly O10 O Biweekly 15 Hours 40 0 S O20 A Daily Jl es Holiday Rate 7 Lox Calculation Method 7 Sun Ons Cancel Regular Hours _Lancet_ O Total H 920 otal Hours 2 Choose t
54. dd the punch To select multiple employees hold down the lt CTRL gt key while you click on the desired employees Select a consecutive group of employees by holding down the lt SHIFT gt key and clicking on the first and last employees of the consecutive group If you want all the employees click the Select All button 3 Select the date of the punch you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Note You may not select a date that is not already in the database 4 Select the time of the punch Highlight a single portion of the time and use the spin buttons to increase decrease the time accordingly 5 Click the Add button PayClock adds the indicated punch time and date to the highlighted employees and displays X Records Added where X is the number of records added 6 Repeat steps 2 5 for each punch you wish to add to a group of employees When you are finished click the Close button to close the Add Punch dialog box To Add Tips to a Group of Employees 1 From the Edit menu choose Add Global Tips This is a password controlled menu item you either have to enter the password or be signed in to have access 75 PayClock 2000 User s Guide 76 PayClock displays the Add Tips dialog box Add Tips lx Employee Date McDonald Russel T 06707796 Fri E Randolph Judy A Tips 12 00 ES Add Close
55. dialog box Click OK to close this dialog box and return to the Terminal Manager main screen Refreshing Terminal Manager s Database If the database between the main PayClock software and the Terminal Manager get out of sync it may be necessary to refresh the Terminal Manager s database This problem is apparent when some of your employees do not appear in the Employee Tree of Terminal Manager To Refresh the Terminal Manager 1 From Terminal Manager s File menu choose Refresh Database PayClock refreshes the Terminal Manager database with your current employee data Synchronizing the Time and Date of Terminals If you have employees performing transactions at multiple terminals it is important to make sure that the terminals times stay synchronized PayClock terminals are designed to remain extremely accurate and should rarely require manual synchronization You should only need to perform this process after initial installation or following a hardware failure Note Be extremely cautious on when you change the time and date on your terminals so that you do not affect the time registrations for your employees that already have punches in the system 93 Appendix A Frequently Asked Questions Appendix A Frequently Asked Questions What periodic maintenance does PayClock require PayClock should run without any maintenance other than keeping the Terminal clean and cleaning the card reader occasionally Order Lathem
56. e eee eeeeeee 61 SYDCHOMIZING snae ninian nono 99 System Properties oooconocnocnnocnnononanonnss 40 44 48 System Reouremente 3 T DE tata 53 60 Terminal Manager 22 38 93 Creating an RS 485 Connection ssessees 60 Terminal Manager Module 1 Terminal Droperttes 9 Terminal Tree 40 66 Terminal Sheer tersera hetita 38 47 48 63 Tester Badge eege aorin aaae ERE 27 TUE dl o ts N R dat 88 TAME tir 4 5 40 47 51 53 59 62 64 Tame Date lancia det oa ace 47 Time Card Symbols A 75 Tame Cards oo ota 74 TP tota 77 Tool Bari tdt 40 A AA 83 84 Transactpon 83 85 Transfers ooccccccnncnnncnonononononononononononononononononononos 96 txtix TY PC iia 41 50 55 58 Types of Pay Period Benotz 84 U Unassigning an Employee from a Terminal 67 LB EE 93 H View menu 76 Ww Want eeh E 83 84 Warning Messages 35 Welt taa tee 27 WAZ OS ida 69 Work Hours to Qualify For Auto Deduct 12 Y A eegene 47 xiii
57. e terminal indicated by the and symbols click the Reset button If desired select a new date by clicking the Date button When finished click the Close button If you have pending modifications that have not been saved you will be prompted to save the changes To View the Actual Records Select your Options Punches Check the box to display punches made at the Terminal for the selected day Does not display punches added by the Edit Timecard or Add Global Punches features Transfers Check the box to display transfers made at the Terminal Does not display transfers added by the Edit Timecard or Add Global Transfers features Added Records Check the box to display records added by the Edit Timecard or Add Global features Chapter 7 Advanced Operation Manual Recalculation Although the Recalculation process is a standard function of the PayClock software the Recalculate feature is considered an advanced operation for the simple fact that you should never have to initiate it manually PayClock s algorithms are designed to perform this process as needed so you don t have to worry about maintaining accurate employee totals If for some reason your employee totals are not correct or have become corrupt you can manually initiate a recalculation to correct the problem To Initiate a Manual Recalculation 1 From the File menu choose Recalculate PayClock displays the Recalculation dialog box Recalculat
58. ee except for badge number which cannot be changed 4 Click the Save button to save the changes Click the Undo button to abandon changes 5 Once you have saved the changes click the Close button You will be prompted to send the names to the terminal 23 PayClock 2000 User s Guide Badges 24 To Delete Employees Note Be sure to Poll the Terminal to collect the employee s data from the Terminal before deletion 1 From the Setup menu choose Employees This is a password controlled menu item you either have to enter the password or be signed in to have access 2 Use the Select Employee drop down box to select the employee you wish to delete 3 Click the Delete button PayClock displays the following message Delete Employee All employee data including punches department transfers tips and nonwork transactions will be removed Do you wish to continue 4 If you click the Yes button PayClock deletes the employee and all the employee s transactions in the active file There is no way to retrieve the employee s information or transactions once they are deleted If you want to remove an employee from the Terminal but maintain the employee in the database change the employee Status to Inactive 5 Click the Close button You will be prompted to send the names to the terminal You assign each employee a badge and a corresponding unique Badge Number The employee uses the badge to punch IN an
59. elete the template No to keep it 5 Click the Close button when finished Employees 18 Every employee who punches IN and OUT at the Terminal must be entered into PayClock The employee information must also be sent to the Terminal You assign a unique badge number between 001 and 250 to each employee which corresponds to the badge they use to punch IN and OUT at the Terminal Each employee entered is set to either Active or Inactive Active means they are allowed to punch IN and OUT at the Terminal Inactive employees are maintained in the data file but may not use the Terminal PayClock can manage up to 250 employees of which 100 can be Active You may have up to 250 Active employees if you are using the optional Terminal Manager Module Each employee can be assigned to a Home Department and up to two Optional Departments with each department having a different pay rate if desired To Add Employees Note Please setup your schedule templates and departments prior to adding employees see Creating and Applying Schedule Templates 1 From the Setup menu choose Employees This is a password controlled menu item you either have to enter the password or be signed in to have access Chapter Four Setup PayClock displays the Employee Setup dialog box Employee Setup x Select Employee McDonald Russel T zi Last Name McDonald Employee Employee Status 7 O Active Meal Name First Lunch O Inactive
60. enetan ee 1 Remstall cocina init 11 Remote 41 44 46 48 51 53 59 RE POT EE ix Report Preferences oococncccncnconononcnnnconnnancnnonanos 33 A A 70 83 Restore sois linia dietetica 76 Retrieve an Archive ooococinccccncccinccconcncnnnnconanonns 93 Retrieve an Employee Timecard to Edit 74 A e hia ai E teas 70 73 ROUMGING cintas 30 ibid ix RSS it 48 51 RISA cited 48 55 57 60 RS 485 converter cooococonccconcnconcncnnnnconaconnnnconanonns 55 Run a Pay Period Report 83 Run an Employee List Report 86 S Save di Report sninn riei s 88 SW AS ist 91 Schedule Tab encon nacidas edd 18 Schedule Templates o ooooncnncnincnocccononancnanonnnnnn 17 ECHTEN eegal eege 40 41 48 Select Next ID 50 58 Semi Month ly ooooccnoconoconocanononononnnonnconnconananonos 27 Send Namesi atg 93 Serial NUMDers 0 cscasciesceedsccessictatversd edd egen 2 Set up Pay Period 27 Settings we 40 48 50 53 55 57 59 62 64 SED di ii 6 7 8 38 Setup Department Names eee 16 Setup Meal Punches eee ee eeeeeeeeeeeeeee 10 Setup Overtime sensie urn e hoiii ETN 29 Setup Roundung 30 Share A e a Seege iii O ge ege TE E E 71 SS e h S 70 Single Terminal Mode 72 Software Bertformance 92 Software Preferences oocoooococonccconccconcncnnncconnnono 35 ee 7 e EE 52 57 UO 1 4 SWIFTPC coran taa 55 Sync Time Devices Adding a Device to an RS 485 Connection 60 Creating an RS 485 Connection eseeseee 60 Setting the Tume cec
61. eport Symbols Indicates that Punches or Department Transfers were added through the software Punches or Department Transfers were deleted Note An Audit Trail is created in the database by the and symbols An exception condition of Missing Punches or Department Transfers d If there is a d next to a time a department transfer was added either from the Terminal keypad or from PayClock software HA This is the employee s active Home Department see Employees OA This is the employee s active Optional Department see Employees OI This is the employee s inactive Optional Department Previously the department was active for the employee and is retained in the PayClock software 1X PayClock 2000 User s Guide A SEH 23 oi ll eee 83 84 Absence Repite ninian aie 24 ACVoltape ii a 11 ACUVGS iri een 41 50 58 62 65 Actual Records iii 96 Add Department Transfers for One Employee 79 Add Departments ooooococoncccnncnnoncccnnncnoncccnnacnoness 14 Add Employees ooooconccnnccconcconccononanonanonancnnccnoo 19 Add Non Worked Hours for a Group of Employees iv c scncecissuacsccusadecadvessceuervecenidees 82 Add Non Worked Hours for One Employee 78 Add Punch icscsiccscnieuts coves aiea 80 Add Punches for One Employee sseseeeeeeee 76 Add Tips for a Group of Employees 80 Add Tips for One Employee eee 77 Added Records 96 All Employees E 87 All Week ccccnosioco si
62. es 4 5 Hole Pnnch eege EVEN EEN 26 Holiday Rate siorcanna 29 Home Department 14 20 21 23 Hourly ennaa 64 I A E EAE 7 TD EN EEE EN ETES 50 55 58 In Breakpoint secerneren 31 Upupeht se E S 24 IN tt EE 87 MACU ii 25 50 58 Incomplete Employee ooooonccnnccnocinonnonnnoncnanoninos 36 Initialization ccccccccnnncnnnnnnnnnonononininonininininones 44 Install lidad 6 48 Installation ai 2 7 Installing NeW dd liek 6 Upgrade tidad 7 Internal Modems occcccnnnnnnnnonononononinininininininonos 43 Interrupt Request Lummen iv IRQ rasos en etal eed iv L L st Nam eis eh eee ee 23 Lathem Support Line oooooncnnccnonnconanononononaninnnon 5 Leave Late Whun n 31 LOS RE 40 46 Long Distance Comte 42 51 Lose AC Power ii M Manually Doll 72 Maximum Continuous In 36 Maximum Hours From Start 12 Maximum Meal Length ooooncnnncnnnnninnnicnnonannnos 37 ue GENEE ix Meal Length neenu ag 11 Meal Name 11 Meal Rule Exceptions ooooononnnocnnonconnnonocanonnnos 84 Meal Starts Between 12 Meal d 10 Ment Ba do de eds 40 Middle Initial kinana a 23 Minimum Hours From Sat 12 Missing Punch Exceptions cooonocnncnnonnnonncononnnos 84 Moden e cadets 3 40 43 44 48 51 Modify Employee Punch Data 95 PayClock 2000 User s Guide Modifying Punch Data 95 Mont e ii 47 N Name geed cios 24 41 50 55 58 Name of the Optional Department 24 Non Worked Hours 82 Number of Remtes e 51 O OD tain Data
63. escription Auto Answer Mode Times are Determines if auto answer mode is enabled Start The host system will automatically set the host modem to start auto answer mode at this time End The host system will automatically set the host modem to Answer on which ring Start amp End times will automatically sync to the Terminal s Dial in Window of time s end auto answer mode at this time Determines the ring on which the host modem answers Determines if the start and end times for auto answer mode will be set using the earliest start and latest end time in the range of active remote terminals as specified in the Dial In tab of the Terminal Properties dialog 41 PayClock 2000 User s Guide Modem The modem settings under the system properties dialog represent the modem on your computer that is being used for communications with remote terminals In the terminal pane select the system object From the File menu choose Properties FS and click the Modem tab on the System Properties dialog box to modify any of the settings System Properties ES General Security DiatOut Dian Modem Logfile Time Date Initialization Use Terminal Device Driver Settings C Use Windows System Settings pa em ER Comm Port com2 y Auto Detect The following table lists the available settings Settings Use Terminal Device Driver Settings Use Window System Settings Comm Port Custom Model In
64. g Terminal Manager s Database A 93 Synchronizing the Time and Date of Terminals oooonnnninnnonononononononcnanonanonnnonncnnncnnncnn oc no nono nono nnnonnconnconos 93 Frequently Asked Questions i Export File Formats vi File Extensions and Report Symbols viii Chapter One Welcome Chapter One Welcome Welcome to PayClock 2000 the integrated time amp attendance system designed to make payroll processing a breeze The PayClock system consists of PayClock PC2000 Terminals and PayClock 2000 time amp attendance software By harnessing the power of your computer the PayClock system provides extensive reporting and editing capabilities for up to 100 active employees and their punches It does all of this in a Windows environment which means it s easy to learn and even easier to use As an integrated system PayClock 2000 is a powerful partner for managing all your payroll processing needs Terminal Manager Module PayClock s optional Terminal Manager Module extends the capabilities and features of the base PayClock 2000 Software With the Terminal Manager Module you will be able to easily setup and manage multiple PayClock terminals for collecting employee time and attendance data These terminals can be located locally in a networked configuration or located remotely through the use of the optional internal modems on your time clock terminals Additionally the Terminal Manager Module allows you to have up to 250 active employees in you
65. g device An available 9 or 25 pin serial communications port or modem depending on specific installation MS DOS Version 5 0 or higher e Microsoft Windows Version 3 11 or higher As with all Windows applications more RAM will provide better performance PayClock 2000 User s Guide Chapter 2 Getting Help You can obtain information about using any PayClock software application from four sources The User s Guide On line documentation The dealer where you purchased your system Lathem s PayClock Support Line Using This Book The PayClock 2000 User s Guide presents the best way to accomplish tasks you typically encounter when setting up and using your PayClock system You can quickly find and read the information you need to accomplish your desired tasks Detailed procedures for advanced information and processes are found in the on line documentation Using Online Documentation PayClock s on line documentation is comprised of a comprehensive Help system To make it easier to find information quickly a large percentage of information is contained solely in the on line documentation The Help system is your comprehensive on line reference for concepts commands dialog boxes and messages If you select a command open a dialog box or display a message and then start Help you ll see help information specifically for that item Otherwise you ll see the Help table of contents Start Help by choosing Contents from the He
66. h employees appear when you run the report Pay Period Choose Last This or Other If you select Other you are able to select a pay period older than this or last pay period when you run the report Print Order Choose Badge Number Employee Number or Employee Name for the order the employees appear on the report Print Format Choose either 12 Hour 00 12 AM PM or 24 Hour 00 23 Continental and either Minutes or Hundredths for the format in which punches appear on the report Print Options Choose to Include Inactive Employees Include Employees with Zero Hours Insert Page Break between Departments and or Include Phantom Punches 33 PayClock 2000 User s Guide Software Preferences You can customize PayClock to change the data subdirectory and to enable or disable various warning messages 34 To Change Data Directory l 2 From the Setup menu choose Preferences From the Preferences menu choose Software This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Software Preferences dialog box Software Preferences Software Preferences EI Data Directory Warning Messages TI Kee SE Eich amp pc2beta KR Archive Reminder database O help Irsmods Drive Use the Data Directory and Drive boxes to select the path name for the new data directory When you are satisfied with your sele
67. he appropriate Period and Daily Overtime Overtime Rate Calculation Method and Holiday Rate 3 When you are satisfied with your selections click the OK button Click the Cancel button to close the Overtime Setup dialog box and abandon any changes The overtime choices are as follows Period Check the Period box if you want pay period overtime to be calculated If overtime is calculated on a weekly basis check Weekly and then enter the amount of hours to be worked in one week before overtime will take effect If overtime is calculated on a bi weekly basis check Bi Weekly and then enter the amount of hours to be worked in two weeks before overtime will take effect Daily Check the Daily box if you want daily overtime to be calculated then enter the amount of hours to be worked in a day before overtime will take effect Rate Choose 1 0 1 5 or 2 0 for the overtime rate multiplier you would like used for wage calculations Calculation Method If you select Period and Daily overtime then choose how you want Pay Period overtime to be calculated either Regular Hours or Total Hours see examples at beginning of section Holiday Rate Choose the 1 0 1 5 or 2 0 for the worked holiday rate multiplier you would like used for wage calculations If worked hours on a holiday fall into overtime PayClock calculates the wage using the larger pay multiplier For example if the Overtime Rate multiplier is 1 5 and the Holiday Rate mu
68. inal Malfunction it may be necessary to Clear and Reinitialize a Terminal Click the Clear Now Button to begin this process WARNING This process will remove all ano registration data and it cannot be undone _Password_ Select the starting month for the data you wish to recover Make sure to select a starting date that will not recover data that you ve previously polled and or archived Press the Recover Now button to begin the Recovery process PayClock recovers as much data as possible To Clear and Reinitialize a Terminal Note This is a separately controlled password protected feature The default password is Lathem choose the Password button to change this feature s password 1 2 Press the Clear Now button You will be prompted to enter your password Type it then click OK Chapter 7 Advanced Operation The following dialog box will be displayed PayClock A Clearing the terminal will remove all registration data and re initialize the terminal It is recommended that the Terminal be either Polled or Recovered before proceeding This process cannot be stopped or undone Do you wish to continue 3 Itis recommended that the terminal be either Polled or Recovered before proceeding If you are ready to continue click Yes 4 After your terminal has been reinitialized the Terminal Communications Manager window will close and return to the Recovery tab of the Terminal Properties
69. inal device j Name A Type Pc2000 v W Active Test Connection The following table lists the available settings Settings Description Name Identifies the terminal All printable characters are allowed The terminal name can not exceed a total of 31 characters Type Choose the terminal model here you may also choose a Lathem RS 485 Sync Time Device ID Three digit numeric identifier You may enter an ID or choose the Select Next ID button to automatically assign an ID An ID must be unique Note that a Sync Time Device does not have an ID Active Determines if a terminal is active An inactive terminal will not be polled You may test your terminal for proper connection settings by choosing the Test Connection button This button does not appear when connecting a sync time device since no employee data is assigned to these devices 53 PayClock 2000 User s Guide Time Date The Time Date tab contains settings that are uploaded to the terminal In the terminal pane select a terminal object From the File menu choose Properties F8 and click the Time Date tab on the Terminal Properties dialog box to modify any of the settings This dialog displays the time and date settings that your computer System is currently using To get the time and date of the terminal choose the Terminal button Choose the Sync Terminal to System button then the Set button to set your terminal s time and date
70. include the model of your terminal s type of connection s cable length s etc Contacting the Lathem Support Line If you have a question about PayClock first look in your User s Guide or consult the on line Help If you cannot find an answer it is best to contact the Dealer that sold you your PayClock system If after all of these courses action fail to solve your problem you can contact the Lathem PayClock Support Line Our trained customer service technicians are available to answer any questions you may have There may be a charge for this service depending on any maintenance contracts service programs or warranty contracts that are applicable at the time of your call Toll free 800 241 4990 Hours 7 25 A M 4 25 P M Eastern time Days Monday Friday PayClock 2000 User s Guide Chapter 3 Installing New Installation PayClock software is equipped with a Setup program that checks your system and asks a series of questions about how you want to install the application The setup program also decompresses the files on your program disks so they can be opened and used on your hard disk To install the PayClock for Windows software 1 Start Microsoft Windows 2 Insert Setup Disk 1 in drive A or drive B For Windows 3 11 3 In the Windows Program Manager choose Run from the File menu 4 Inthe Command Line box type a setup if you inserted Disk 1 in drive A or type b setup if you inserted Disk 1 in drive B For Wi
71. ion Select Employee McDonald Russel 1 Randolph Judy A Recalculate Cancel Select All 2 Select the employees whose totals you wish to recalculate Press the Select All button to choose All employees 3 Press the Recalculate button PayClock recalculates the totals for the employees that you ve selected This may take several minutes 91 PayClock 2000 User s Guide Data Recovery In the event that your PC2000 terminal encounters an unrecoverable error condition and you cannot poll using the standard polling process you may need to use PayClock s enhanced Data Recovery utility In the event of a terminal malfunction it may also be necessary to Clear and Reinitialize your terminal This feature should be implemented with extreme caution 92 To Perform a Data Recovery 1 2 3 From the Terminal Manager select the terminal whose data you wish to recover From the File menu choose Properties F8 Click the Recovery tab from the Terminal Properties dialog box PayClock displays the Recovery Tab Terminal Properties General Connection Port Settings Time Date m Recover Terminal Memory In the event of a Terminal Malfunction it may be necessary to Recover a Terminals Memory and retrieve as much data as possible Click the Recover Now Button to begin this process From month of Jul 97 z to current Recover Now Clear Terminal In the event of a Term
72. isfied the work hours to Qualify for Auto Deduct Meal length before PayClock will deduct meal length The minimum time the employee will have after an Auto Deduct Meal is equal to the Work Hours to Qualify for Auto Deduct setting This requirement precludes the scenario where an employee works for a short time before leaving for example because of illness and deducting for lunch would leave the employee with less than zero hours worked Meal Starts Between options To use the following options you must select NO Employees Punch or Both Deduct if No Punches Minimum Hours from Start Use the spin buttons to set the minimum time in hours and minutes an employee must work before being allowed to punch OUT for a meal Maximum Hours from Start Use the spin buttons to set the maximum time in hours and minutes an employee can work without punching OUT for a meal Example Your company meal policy is to allow a meal to be taken between three and four hours after starting work Employees who punch OUT for a meal either before their third hour or after their fourth hour of work will cause PayClock to generate an exception Note PayClock does not round OUT punches that fall between Minimum Hours from Start and Maximum Hours from Start However if an OUT punch is not followed by an IN punch and another OUT punch before the employee s end of day PayClock rounds the OUT punch as if it were an employee s end of day OUT pun
73. ith a printed report of the transactions to add I wasn t able to send employee information to the terminal from Employee Name Data Setup How do I get that data to the terminal Once you have identified and corrected your communication problem select Terminal from the main menu then select Send Names Data from the submenu to send your data to the terminal PayClock 2000 User s Guide Appendix B Export File Formats The following pages list the formats of the different export files Commas separate each field All times are in hours with two decimal places and all wage totals are in dollars with two implied decimal places See Exporting Files for more information Payroll Totals ASCII Format Format Line 1 First Day of Pay Period YY MM DD number of employees following Regular Grand Total Overtime Grand Total NonWork Grand Total Tip Grand Total Remaining Lines Employee Department Regular Total Overtime Total NonWork Total Tip Total Note PayClock FOR WINDOWS sorts the employees in the order set in the View menu Example 95 4 9 3 12050 0 0 0 312 1 4000 0 0 0 312 2 0 0 0 0 312 3 0 0 0 0 313 1 4050 0 0 0 313 2 0 0 0 0 313 3 0 0 0 0 314 1 4000 0 0 0 314 2 0 0 0 0 314 3 0 0 0 0 Payroll Totals Wages ASCII Format Format Line 1 First Day of Pay Period YY MM DD number of employee
74. itialization Auto Detect Description Determines if the modem settings used will be captured from the terminal s device driver Determines if the modem settings used will be captured from Window System settings Determines the communication port used by the modem Determines if the modem settings used will be user defined Model of the modem on your computer that is being used for communications with remote terminals The initialization string sent to the modem to restore it to its standard operating mode The commands may vary depending on the modem being used Consult your modem manual for an explanation of each command in the initialization string Automatically detects the modem being used by your computer If more than one modem is located you can choose from a list Note If you choose to use the Windows System Settings and the settings are not found the terminal s device driver settings will be used 42 Chapter 5 Terminal Manager Setup Log File There may be times you may want to track events that happen when terminals are polled For example you may want to know which terminals were not successfully polled If you have a remote terminal you may want to know the last time it was polled Each time a terminal is polled these types of events are written to a log file In the terminal pane select the system object From the File menu choose Properties FS and click the Log File tab on the System Properties di
75. k 2000 software has been installed running these wizards will create an export file filter file which stores your information given in the wizards If you need to add or remove a Payroll Package Export after you have already installed your PayClock 2000 software you can open the Payroll Export Components window at any time by clicking on the Setup Export Components Icon To add a Payroll Package Export click on an available wizard on the left side of the screen then click the Add gt gt button Click OK to close the window Remember you must enter your company information in the PayClock Payroll Export Wizard before performing your first export To remove a Payroll Package Export click on the selected wizard on the right side of the screen then click the lt lt Remove button If an export file has been created you must also click on this filter file then click the lt lt Remove button to completely remove this export capability Click OK to close the window Report Preferences 32 When you run a report you provide PayClock with the report parameters You can change the default settings for these parameters by changing the Report Preferences You can override any of these settings anytime you run a report However overriding the default settings only changes the settings for the one run of the report The preferences revert back to their default settings for subsequent reports You may also use the Report Preferences to enter a
76. l of one hour in duration Employees who punch IN more than one hour after they punch OUT for their meal will have the interval rounded based on the IN punch round rules Employees who are OUT less that the meal length will have the interval rounded up to the meal length Auto Deduct Meal options Yes Always Deduct Meal PayClock automatically deducts the amount of time specified in Meal Length from an employee s time worked provided they worked the minimum number of hours to qualify for auto deduct Meal Starts Between setting is disabled since the employees do not need to punch OUT for the meal 11 PayClock 2000 User s Guide No Employees Punch PayClock expects four punches two pairs of IN OUT punches per day from each employee Meal Length and Meal Starts Between settings are enforced Both Deduct if No Punches PayClock deducts the amount of time specified in Meal Length from an employee s time worked only if the employee does not punch OUT for meal within the meal starts between settings If the employee punches OUT for the meal then Meal Length and Meal Starts Between settings are enforced Work Hours to Qualify for Auto Deduct Set the amount of time an employee must work before PayClock will deduct a meal automatically Setting is disabled if Auto Deduct Meal is set to no Note The Work Hours to Qualify for Auto Deduct setting cannot be less than the Meal Length setting The employee must have sat
77. lds Please consult a Lathem representative if you continue to experience calculation problems To change Calculation Preferences 1 From the Setup menu choose Preferences From the Preferences menu choose Calculations This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Calculation Preferences dialog box ta Calculation Preferences Bel ES Maximum Continuous In Da ka 0 Ren Maximum Meal Length 3 El hrs 0 El min 3 Enter the new settings for Maximum Continuous In and Maximum Meal Length 4 When you are satisfied with your selections click the OK button Click the Cancel button to close the dialog box and abandon any of the changes you entered The settings for Calculation Preferences are as follows Maximum Continuous In Enter the longest time that any employee is likely to be clocked in for a single shift The Maximum Continuous In feature is used to assume a missed punch after a certain length of time has elapsed following an In punch The maximum is usually 17 hours This allows someone who normally 35 PayClock 2000 User s Guide 36 works a double shift without punching for breaks and meals to stay punched in until the end of the double shift After the 17 hours or whatever time frame is specified the system assumes that there is a missed punch for that employee and the next p
78. lds These fields display the time and date from the PC If these are incorrect click Cancel to close the Terminal Setup dialog box In the Main program group of the Program Manager double click on the Control Panel icon double click on the Date Time icon and use the up down arrows to change the time and date Click the OK button and return to PayClock 5 If you are satisfied with your selections click the Send button Otherwise click the Cancel button to close the Terminal Setup dialog box and abandon any changes 6 After you click the Send button PayClock sends the settings to the Terminal and closes the dialog box If you want to print the current Terminal settings run the Configuration Report The Meal Rule Setup Screen provides a means to define up to 20 different meals Meal Rules are assigned to the employees in the Employee Setup menu You can configure PayClock to match your company s meal rules by implementing the following features e Meal punches auto deduct manual employees punch in and out or both e Minimum and maximum work intervals before meal punches e Meal length e Minimum hours worked before eligible for meal To Setup Meal Punches 1 From the Setup menu choose Meals This is a password controlled menu item you either have to enter the password or be signed in to have access Chapter Four Setup PayClock displays the Meal Rules Setup dialog box
79. liday Sick or Other Click the Add button PayClock adds the non worked hours to each highlighted employee and displays X Records Added where X is the number of records added Click the OK button Repeat steps 2 7 for all non worked hours you wish to add to a group of employees When you are finished click the Close button to close the Add NonWork dialog box 77 PayClock 2000 User s Guide Reporting 78 PayClock provides several reports to assist you in the processing of your payroll The reports you use and how often you use them will depend on your payroll cycle This section describes how to run the different reports and the information they contain The reports you will probably run the most often are the Pay Period reports These reports contain the detailed information on the employees punches hours and wages Note Be sure to poll your terminals before generating reports this will ensure that your reports display the most recent pay period data See Polling the Terminal To Run a Pay Period Report 1 H Ka From the Reports menu choose Pay Period From the Pay Period menu choose the type of report you would like to run Details Totals Wages Absence Exception Department Details Department Totals Timecard or Transaction A description of each of these reports follows PayClock displays a Report Setup dialog box Details Report Setup D Pay Period 7 Print Order
80. lp menu Or you can press the lt F1 gt key at any time to display the appropriate help information Contacting Your Dealer If you have a question about PayClock first look in your User s Guide or consult the on line Help If you cannot find an answer it is best to contact the Dealer that sold you your PayClock system Your Dealer probably has the information needed to answer any question you may have It is always best to consult your dealer before contacting the Lathem PayClock support line since they are local and may be better equipped to solve your problem in a timely manner When obtaining any technical support on a PayClock product it is imperative that you have the following information available so that your question can be answered quickly and efficiently e Version and serial number of your software This is available by choosing About from the Help menu Description of your computer hardware The exact wording of any messages that appear on the computer screen or your time Chapter Two Getting Help clock terminal The current text displayed on your time clock terminal A description of what happened and what your were doing when the problem occurred A description of how you tried to solve the problem Can you recreate the problem The current configuration settings This is available by running the Configuration Report from the PayClock 2000 software e Details of your time clock terminal installation This would
81. ltiplier is 2 0 the overtime pay on a holiday uses the 2 0 multiplier Chapter Four Setup Note This rate applies only to time worked on the same day as a holiday Non worked holiday time is paid at the employee s regular wage rate You can print the current settings for Overtime Overtime Rate Calculation Method and Worked Holiday Rate by running the Configuration Report Punches Rounding You can configure PayClock to match your company s attendance and payroll policies by implementing the following features e Rounding of punches e Separate IN and OUT rounding breakpoints e Adjusting IN and OUT punch times to an employee s schedule To Setup Rounding 1 From the Setup menu choose Punches This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Punch Setup dialog box Rounding In Breakpoint 1 4 Hour D minutes 1 10 Hour Dut Breakpoint O None 7 minutes Adjust To Schedule ok Arive Early Within fis min Cancel Leave Late Within min 2 Choose the appropriate Rounding Breakpoints and Adjust to Schedule selections 3 When you are satisfied with your selections click the OK button Click the Cancel button to close the dialog box and abandon any of the changes you entered The Rounding Breakpoints and Adjust to Schedule choices are as follows Rounding Choose 1 4
82. ly initiate a polling schedule To manually poll selected terminals 1 In the terminal tree select the terminals you want to poll 2 From the Tools menu select Poll Now and then choose Selected Terminal s To manually poll terminals of selected employees 1 Inthe employee tree select the employee s you want to poll 2 From the Tools menu select Poll Now and then choose Terminals of Selected Employee s To manually initiate a polling schedule 1 From the View menu choose Polling Schedule 2 Select the Polling Schedule that you want to manually initiate 67 PayClock 2000 User s Guide 3 From the Tools menu select Poll Now and then choose Selected Polling Schedule OR 1 Choose the Poll Now button in the Polling Schedule window Using the Auto Poll Application Auto Polling Manager Polling Schedul Active Inactive zeien Terminal Status IV Beep On Error Minimize Discontinue Poling Log File Help ShutDown The Auto Poll application manages your predefined Polling Schedules It is recommended that you place the Auto Poll program icon in your Windows Startup Program Group or Folder so that it is launched every time your computer is restarted Auto Poll and the PayClock application cannot run at the same time therefore it is important that you close Auto Poll before launching PayClock and then restart Auto Poll after you exit PayClock To start auto poll select the Auto Poll Icon in
83. n Select Employees x McDonald Russel T Randolph Judy A Select the employees you wish to include in the report To select multiple employees hold down the lt CTRL gt key while you click on the desired employees Select a consecutive group of employees by holding down the lt SHIFT gt key and clicking on the first and last employees of the consecutive group If you want all the employees click the Select All button When you are done selecting employees click the OK button Print Order Choose Badge Number Employee Number or Employee Name for the order the employees appear on the report Print Format Choose either 12 Hour 00 12 AM PM or 24 Hour 00 23 Continental and either Minutes or Hundredths for the format in which punches appear on the report Print Options Choose to Include Inactive Employees Include Employees with Zero Hours Insert Page Break between Departments and or Include Phantom Punches To Run an Employee List Report 1 From the Reports menu choose Employee List 2 Choose the type of report you would like to run All In or Out See below for a description of each of the reports PayClock displays the Report Setup dialog box Employee IS An O Other Print Order Badge Number EA O Employee Number Pin Bes Preview C Employee Name Cancel 3 Choose the Employee and Print Order 81 PayClock 2000 User s Guide 82 4 Click the Preview button PayClo
84. n the System object in the terminal tree 2 Click and hold the right mouse button 3 Select New from the pop up menu 4 Under the New menu select Connection 5 Inthe Connection Wizard select the type of connection you are adding and choose OK Terminal Settings Once you have added a connection to the system and selected the type of terminal to install you must configure that terminal s properties Note Both local RS 232 terminals and remote modem terminals are configured as a single connection to your PC Local networked terminals using RS 485 communications require you to make a connection to an RS 485 converter before adding the actual terminals All RS 485 terminals should then be added to the RS 485 converter that they are physically connected to These properties define the characteristics of a specific terminal From the Terminal Properties dialog you can set general properties connection properties port settings security properties and terminal properties Note The settings that are available will vary with connection and or terminal type 45 PayClock 2000 User s Guide General In the terminal pane select a specific terminal From the File menu choose Properties F8 and click the General tab in the Terminal Properties dialog box to modify any of the settings Terminal Properties General Connection Port Settings Time Date Recovery Use this dialog to define a Terminal Node s Property
85. ndows 95 3 Choose Run under the Windows Start button 4 In the Open box type a setup if you inserted Disk 1 in drive A or type b setup if you inserted Disk 1 in drive B 5 Choose the OK button Welcome to the PC2000 Setup program This program will install PC2000 on your computer It is strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and intemational treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Tes 7 e 6 Follow the instructions on your screen 7 When prompted choose the Typical configuration option The setup program leads you through the installation process and prompts you to provide information make choices and insert the succeeding setup disks Chapter Three Installing 8 After you run Setup the PayClock program icons are displayed SAMPLE DATA If you would like sample data for your PayClock 2000 installation choose the Custom installation option and select Sample Data when prompted Upgrading an Existing Installation You are strongly encouraged to backup your existing PayClock for Windows application before at
86. new employees are assigned to ALL of the terminals on your system Likewise every time a new terminal is added ALL of your employee s are automatically assigned to it To assign an employee to a terminal 1 From the Employee tree select the employees you want to assign Do one of the following A Using the mouse drag and drop the employees to a terminal in the terminal tree B Inthe terminal pane select the terminals to which you want to assign the employees From the Tools menu select Employees and then select Assign to Selected Terminals Note No employees are assigned to sync time devices 61 PayClock 2000 User s Guide 62 Unassigning an Employee from a Terminal When an employee is no longer associated with a terminal you can unassign the employee from the terminal To remove an employee assignment 1 From the Employee Pane select the employees you want to unassign 2 Inthe terminal pane select the terminals for which you want to unassign the employees 3 From the Tools menu select Employees and then select Remove Assignment from Selected Terminals Viewing Associations Terminal Manager provides several ways for you to view employee and terminal associations To view terminals assigned to selected employees 1 From the employee tree header bar choose All Employees 2 Select the employees whose terminal associations you want to view 3 From the View menu choose Terminals and select Assigned to Selected
87. ntieran dinirn ist 65 Always Deduct Mea 11 Apply Schedule Templates A 18 Apply Template oooccnnnnnncnonncocononcnancnncnnccanoo 18 ATCIIVE ai ix Archive Dit 92 Archive Reminder A 36 ASCHIVING cutres 70 Arrive Early Within oooonncnncnnccnocononcnnnconncanoo 31 Assign Terminals ooonncnnncnnnnnonnnocanoncnancnnccanos 63 Assign Terminals ononncnincnonnnonononcnancnnncnnccanon 63 ASSOCIATIONS lid 67 Auto Deduct Mea 11 Auto Pollo 73 Set Time for Sync Time Devices Using 61 Auto Update Terminal Setpngs 22 Auto Deduct Meal A 85 B Backup iniciada 7 iv Bad ge Stegen dee EAR 23 Badge Assistance cooooconocononccnonccnonccinnacconess 25 27 Badge Number c s scssccsccsecuhcsseeest ostecvecesecees 25 Badges saseicssiscccdavterts sane ve irene serveeesteues 25 Di tdi ix Base ag ta n e e eni 20 23 Baud Rates td 52 57 Bell Rin gin 8 titan 38 Bell Schedules catre 69 ECMWeekl ege tte 27 C Calculation Method 29 Calculation Dreferences 36 Caldas iia 47 Call Waiting ts npenteledevestesnerteccnis 42 Cascade lesa 88 Change Data Director 35 Cleaning ege SEANCE 1 Communication Port 51 56 Communications cooooooocnnnncnnnnonnnnnnncncnnnnananonoss 9 44 Company Name coccocccnccconcnononnnonnncanccononononononanos 34 Configure Badoges A 25 CONNECTION aisn 48 51 56 Connection Wizard cooooccnoccnonccnonccnnnncnnnncnnnccnnnos 48 CA 64 D Dalia ke eae tat 64 Data Bits cx e AR 52 57 Data Recovery nuit 98 Date 40
88. ock displays Record Added Repeat steps 3 5 for each tip you wish to add When you are finished click the Close button PayClock closes the Add Tips dialog box and returns to the Edit Timecard dialog box To Add Non Worked Hours for One Employee l 2 5 6 Pay 7 Retrieve the employee in the Edit Timecard dialog box Click the NonWork button This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Add NonWork dialog box Date 06 03 96 Mon Hours 08 00 Type Vacation Add O Holiday O Sick Clos O Other Ges Select the date for the non worked hours you wish to add Highlight a single portion of the date and use the spin buttons to increase decrease the highlighted portion Select the amount of non worked time Highlight a single portion of the time and use the spin buttons to increase decrease the time accordingly Choose Vacation Holiday Sick or Other for the type of non worked hours Click the Add button Clock displays Record Added Repeat steps 3 6 for all the non worked hours you wish to add When you are finished click the Close button PayClock closes the Add Non Work dialog box and returns to the Edit Timecard dialog box 73 PayClock 2000 User s Guide To Add Department Transfers for One Employee 1 Retrieve the employee in the Edit Timecard dialog box 2
89. on BOTH is selected Deduct if No Punches for meal and no meal is taken within the Meal Starts Between limits and the employee does not have enough Work Hours to Qualify For Auto Deduct Department Transfer exceptions Prior to the first IN punch of the day After the last OUT punch of the day Between a valid OUT IN punch pair Department Details List of departments with employee totals tips and non worked hours and department totals tips and non worked hours for the pay period Department Totals List of departments with department totals tips and non worked hours for the pay period Timecard List of employees with punch activity tips non worked and meal hours for the pay period There is also a signature line for the employee to verify the punch and totals data Transaction List of employees with corresponding punches department transfers tips and non worked hours for the pay period similar to the display on the Edit Timecard screen Pay Period Report Options Pay Period Choose Last This or Other then Preview or Print If you choose Other PayClock displays the Select Dates dialog box when you run the report Select Date Mon Jun 03 1996 Cancel Select the date for the Pay Period you want from the list in the dialog box Click the OK button Employee Choose All or Other If you chose Other PayClock displays the Select Employees box when you run the report Chapter 6 Basic Operatio
90. on Worked Hours Add Department Transfer 2 Use the Name drop down list box to select the employee you would like to edit PayClock displays the timecard information for the employee selected Time Card Symbols Symbol Meaning If there is a next to a time then that day has been marked as an exception see Generating Reports To Run a Pay Period Report for a description of exception conditions Until the exception is corrected total hours for that employee will not be displayed Tf there is a next to a date then that transaction was added from PayClock software instead of being originally entered at the Terminal If there is a next to a date then that transaction was manually deleted from the PayClock software and is not used for calculation purposes d Tf there is a d next to a time a department transfer was added either from the Terminal keypad or from the PayClock software The department name listed _next to the d is the department where that employee s time is being transferred 70 Chapter 6 Basic Operation To Change the Employee Sort Order The employees are listed in the order set in the View menu To change the list order Close the dialog box and select the View menu Choose the Sort by you would like There is a check mark next to the current selection To View Daily or Pay Period Totals The box in the bottom right of the screen displays the total hours
91. oooooicococinonanononancnannnncnnnonnnonnnonn non E A rana rancia 71 To Add Tips for One Employee nn cnn conan EEE REE 72 To Add Non Worked Hours for One Employee c scccccceccsescessceseesseeseceseceseeseeeseceseensesnseseeeeseeeatenas 73 To Add Department Transfers for One Employee ononconiconncnnnnnnanonancannnancnnn cnn cnnc ran aran crac nn ncnn cn 74 Global Employee Edits eu egene ege RR 74 To Add Punches to a Group of Employees oooooncccincnonnnonananonanonnnona nena nonn nono non cnn n cnn nrnn eran cra nc nn ncnnnnos 74 To Add Tips to a Group of Eummloyeeg nana nonn nono nro nan cnn cnn aran can n enn ncnnncnnnnss 75 To Add Non Worked Hours to a Group of Employee cnn ncan anar o rncnnncnnncns 77 UE 78 TO Ruwa Pay Lerida Rep asas 78 Pay Period Report Types ui dns 79 Pay Period Report Opt iaa 80 TO Run an Employee List Report da 8l Employee List Report Types 0 idas 82 Employee List Report Opt eiii lee i 82 EE 82 LO Open a SAVed REPOrt dia ti dai dais 83 EXPOLIO r mati Ai A A A dt iaa 84 TREPO DAA leese iech Id A AS td dad dai ia dee 84 Standard ASCH Export File Types tn haan ARREN RRR IA need 85 PayClock 2000 User s Guide BICIS trata as 86 FO ATENIVE DAA AAA o ie 86 To Retrievean Arehiv Es AA AA ai ee ve 87 Updating Terminal Set gs cti tdt e btt dins 87 IrSingle Clock Mide Loi A A A A ta 87 Using Terminal Manger Did dt 87 Advanced Operation 89 Modifying Buchs gea EES 89 ET Ee 91 Data TE 92 Refreshin
92. port settings as shown in steps 1 3 of To Run a Pay Period Report or To Run an Employee Report Chapter 6 Basic Operation 2 Click the Preview button to open the report in a report window 3 Click the Save button PayClock displays the Save As dialog box Save Report As x File Name Directory eA aldus cardwork E edd data docs dos exchange O img File Type Drive Report Files RPT y Ec E 4 Enter the file name and path you would like to give the report 5 Click the Save button PayClock saves the report under the file name To Open a Saved Report 1 To retrieve a saved report from the File menu choose Open and select the filename PayClock DISPLAYS the report in a report window PayClock allows you to have multiple report windows opened at the same time To stack all the open windows so that you can see the title bar of each window from the Window menu choose Cascade To place all the open windows side by side from the Window menu choose Tile 83 PayClock 2000 User s Guide Exporting The export feature allows you to produce files for interfacing with other applications To Export Data 1 From the File menu choose Export PayClock displays the Export dialog box PayChex Paylink Payroll Totals Payroll 1 Payroll Totals QuickBooks Pro Payroll Note If you would like to use a standard payroll interface 1 e Paychex ADP e
93. priately depending on the mode you are operating in Chapter Four Setup If you are operating in single clock mode PayClock will prompt you with the following message to remind you to update your terminal Send the Changes x 9 Do You Wish to Send Changes to terminal No Cancel 12 If you click on Yes the names data will be downloaded If you click on No the names can be downloaded at a later time To download later go to the Terminal menu and select Send Names Data If you are using the Terminal Manager PayClock will prompt you with the following message to remind you to update your terminals PC2000 Bisi E IMPORTANT The employee information has changed these changes must be updated to the appropriate terminal s before they will take effect This would be done in the Terminal Manager Do you wish to switch to this module now 13 If you click on Yes you will be switched to the Terminal Manager screen where you can manually Update Terminal Settings If you click on No the names can be updated at a later time using the Terminal Manager Note If you previously selected Auto Update Terminal Settings during Polling in the System Properties of the Terminal Manager these changes will be automatically updated in the appropriate terminals during the next polling By default New Employees will be assigned to all of the terminals in your system See Unassigning Employees in Chapter 6
94. r system up from 100 active employees in the basic PayClock 2000 software If you have purchased your time clock terminal with the optional Bell Ringer relay installed the Terminal Manager Module will allow you to set up scheduled times for the bell to ring Added features of the Terminal Manager Module e Install up to 250 PayClock terminals on one system e Increased employee capacity from 100 to 250 e Use local time clock terminals connected to your PC using RS 232 or networked using RS 485 communications e Use time clock terminals in remote locations using optional modems e Automatic unattended polling of terminals e Schedule you terminals to ring bells for signaling the start and stop times of shifts e An easy to use graphical user interface Registering If you are not already registered please make sure to register your software with Lathem Time Corporation before you begin your installation Registering your software makes you eligible for technical support and allows us to inform you of any PayClock updates You may register your software by completely filling out and mailing the postage paid Product Registration Card that was included in your package and installing it into your software PayClock 2000 User s Guide To install your serial number in the PayClock software This can be done at any time following installation 1 From the Help menu choose About PayClock displays the About dialog box PC2000 for WIND
95. ring communications with a terminal device Type SWIFT PC Converter v ID 000 IV Active The following table lists the available settings Settings Description Name Identifies the converter All printable characters are allowed The converter name can not exceed a total of 31 characters Type Converter model ID This box is not used with converter settings and is dimmed Chapter 5 Terminal Manager Setup Connection In the terminal pane select a specific converter From the File menu choose Properties F8 and click the Connection tab in the Converter Properties dialog box to modify any of the settings Converter Properties This tab identifies the type of connection supplied by the converter The user may select the PC s communication port COM 1 COM 4 through which the converter will be connected 51 PayClock 2000 User s Guide Port Settings In the terminal pane select a specific converter From the File menu choose Properties F8 and click the Port Settings tab in the Converter Properties dialog box to modify any of the settings H Baud Rate Ia El Data bits f El Ee Stop bits HE Flow Control None El General Connection Help OK Cancel The following table lists the available settings Settings Description Baud Rate Specifies the baud rate for this port If you are not sure what the value should be consult your hardware documentation or
96. rminal Hardware In PayClock FOR WINDOWS choose Test Terminal from the Terminal menu PayClock FOR WINDOWS tests the Terminal and displays a report If the report contains Hardware Bad contact your dealer see Getting Help Q What do I do if I only have a 5 25 disk drive Contact your dealer to receive the product on 5 25 diskettes see Getting Help Q Why do my reports not follow the settings in the View menu View does not affect reports Use Report Preferences to change the settings for reports The View menu affects the way information is listed in dialog boxes and in exported files Why when generating reports on THIS pay period is last pay period s data displayed PayClock determines this and last pay period by looking at the most recent data in your database you should Obtain Data to update your database and then re run your reports 111 PayClock 2000 User s Guide Q My mouse is on COM 1 my modem is on COM 2 To add PayClock to my PC I added an additional I O card my PayClock Terminal is on COM 3 Now my mouse locks up What gives Like to juggle Let s look at the default COM IRQ matrix below COM IRQ 1 4 2 3 3 4 4 3 Most modems and I O cards allow you to change IRQs in the above scenario the easiest change to make is to set COM3 to another IRQ IRQ 5 is a favorite choice Consult your modem or I O card documentation for further instructions Once you change
97. rononnnonanonnconos 56 Setting the Time for Sync Time Devices Only 56 Setting the Time for Sync Time Devices Using the Autopoll Manager ooonocononnnonconnconanononanonnnonanonnconos 56 Creating Polling Schedules icoiccoonocioiso tened noriara eeeedusensteutcaseveuesdentevees sonculsereesuaevoey subs vencstnos sect scneys 57 Polling Schedule ET 57 GENT A selec NI De d 58 POLIS TUM OS sca it seats ces hose tates Ai dde 59 Days Well A A te dene eater ted ead alee eee NiE 60 Contents Deleting Polling Schedules tia tt dira 60 Employee to Terminal Associations ser ehna te aa Raas Te a non ron ao Aar EEEE nE ES 61 Assigning an Employee to a Terminal oi Unassigning an Employee from a Terminal 62 Viewing ASSOCIATIONS nantia tt A tt 62 Creating Bell Schedule cinta btt ita 64 LO Greate Re 64 Basic Operation 65 OEI Wisin odiosa 65 O RN RN 65 Poll E 67 Polling in Single Terminal Mode ui dci 67 Polling Using Terminal Manager 67 Using the Auto Poll Application 68 Retrieving Polled Data inercia e latin 68 NAAA eegen ege 69 To Retrieve an Employee Timtecord cnn n ona non n nano anno nn near rca n crean enn na nana 69 Lime Card Symbols Ainas 70 To Change the Employee Sort Order 71 To View Daily or Pay Period Totale 71 To Edit Employee Informal xiii a ad 71 Lo Delete 0 Transaction A ds 71 To Restore a Deleted Transaction ooooononnnocinnnnnnnnnnnnonnnnncnnnonnnonnnonn conan EEEE RE 71 To Add Punches for One Employee
98. s following Regular Grand Total Overtime Grand Total NonWork Grand Total Tip Grand Total Gross Wage Grand Total Remaining Lines Employee Department Regular Total OT Total NonWork Total Tip Total Gross Wage Total Vi Appendix B Export File Formats Note PayClock FOR WINDOWS sorts the employees in the order set in the View menu Example 95 4 9 3 12050 0 0 0 106000 312 1 4000 0 0 0 36000 312 2 0 0 0 0 0 312 3 0 0 0 0 0 313 1 4050 0 0 0 38000 313 2 0 0 0 0 0 313 3 0 0 0 0 0 314 1 4000 0 0 0 32000 314 2 0 0 0 0 0 314 3 0 0 0 0 0 Employee List Format Last Name First Name Middle Initial Employee Badge Department three fields separated by commas representing the home department and two optional departments Note PayClock FOR WINDOWS sorts the employees in the order set in the View menu Example Bloom Erica E 312 2 1 5 0 Bouchard A J 317 7 4 0 0 Cohen Suzanne M 311 11 5 0 0 Employee List Wages Format Last Name First Name Middle Initial Employee Badge Department three fields separated by commas representing the home department and two optional departments Pay Rate s 7 digits with 4 implied decimal places Three fields separated
99. sactions at a terminal the information is stored in the terminal s memory The terminal must be polled in order to get the information into the PayClock 2000 software installed on your computer When a terminal is polled information from the terminal is transferred to PayClock s database via an established connection You are then able to access your time and attendance data using the PayClock software Terminal Manager simplifies the process of polling your terminals by using polling schedules Note Polling schedules will only function while the Auto Poll application is running To create a polling schedule 1 From the File menu choose View and select Polling Schedules 2 Choose the New button 3 From the General tab enter a name for the polling schedule max 31 char or use the default 4 Choose Save to save the polling scheme If you want to activate the polling schedule select the Active box on the General tab Polling Schedule Settings These settings define the characteristics of a polling scheme From the Polling Schedule window you can set general properties polling times and days to poll 57 PayClock 2000 User s Guide 58 General From the File menu choose View and select Polling Schedules Click the General tab In the General tab you can assign terminals to a polling scheme activate deactivate polling schedules and change polling schedule names A polling schedule contains a list of terminals
100. settings to correspond with the system Terminal Properties General Time Recovery t a 10 27 32 AM 8 10 98 Eastern Time US 8 Canada Y System Sync Terminal to System e 00 00 00 SS Terminal Eastern Time US amp Canada y T 24 Hour Display IV Daylight Savings Time The following table lists the available settings Settings Description Time Zone Time zone being used by your computer and terminal If the terminal is a remote terminal you may change its time zone 24 Hour Display This flag determines if 24 hour time format is used for displaying time at the terminal Daylight Savings Time This flag determines if your terminal s clock is automatically adjusted when daylight savings time changes Recovery See Chapter 7 Advanced Operation Note that this tab is not available when setting Sync Time Devices since no employee data is assigned to these devices 54 Chapter 5 Terminal Manager Setup Lathem RS485 Sync Time Device Properties Sync Time Devices are connected in the same manner as any other terminal When a Sync Time Device is connected to an RS 485 converter you must configure that device s properties These properties define the characteristics of a specific sync time device From the Terminal Properties dialog you can set the General properties and Time Date properties Available Sync Time Devices are Digital Wall Clocks Mini Masters and Sonachrons See the pre
101. tance Phone Number to Dail Out to 555 1212 Number of Retries Time between Retries sec D For an RS 232 connection the user may select the PC s communication port COM 1 COM 4 through which the terminal will be connected For a modem connection the following settings are available Settings Use System Dial Out Settings This is long distance Phone Number to dial out to Number of retries Time between retries Description Determines if the system will use the settings specified in the Dial Out tab of the System Properties dialog If using the System dial out settings determines if a special long distance carrier is used See Dial Out in System Properties section The phone number used to connect to a remote terminal If you do not want to use the system dial out settings you may include dial prefixes The number of times the system will attempt to establish a connection with the remote terminal The number of minutes the system will wait before it retries to make a connection with the remote terminal 47 PayClock 2000 User s Guide Port Settings In the terminal pane select a specific terminal From the File menu choose Properties F8 and click the port Settings tab in the Terminal Properties dialog box to modify any of the settings Terminal Properties General Connection CE Baud Rate ben El Data bits Je sl Parity Even X Stop bits Poo y Flow Control None y
102. tc you must first configure it using the Payroll Interface Setup Wizard Only after an interface has been configured will it become an available choice in the Format drop down list box 2 Select the type of export you wish to create from the Types box 3 Click the Export button PayClock displays the Select Dates dialog box Select Dates RB PayPeriod Start Dates Hon Jun 03 1996 Select the pay period you wish to export Click the Export button ch 84 Chapter 6 Basic Operation PayClock displays the Save As dialog box File Name Directory poo Ed demo File Type Drive Export Files TXT y Ee EI 6 Enter the name and path you want to give the export file Note This box only displays when exporting ASCII files 7 Click the Save button when finished PayClock FOR WINDOWS displays Process Complete 8 Click the OK button Standard ASCII Export File Types Note Some file formats only allow certain data to be exported Payroll Totals Lists total worked hours non worked hours and tips information by employee Payroll Totals Wages Functions the same as Payroll Totals except it includes wage information and is password controlled you either have to enter the password or be signed in to have access Employee List Lists name badge number employee number and departments by employee Employee List Wages Functions the same as
103. tem Terminal Properties General Connection Port Settings In 3 1 52 03 PM 8 26 97 System Eastem Time US amp Canada E AS ne Terminal to System a 00 00 00 ao Eastern Time US amp Canada T 24 Hour Display S F Daylight Savings Time _se_ Terminal The following table lists the available settings Settings Description Time Zone Time zone being used by your computer and terminal If the terminal is a remote terminal you may change its time zone 24 Hour Display This flag determines if 24 hour time format is used for displaying time at the terminal Daylight Savings Time This flag determines if your terminal s clock is automatically adjusted when daylight savings time changes Recovery See Chapter 7 Advanced Operation 49 PayClock 2000 User s Guide RS 485 Converter Settings 50 When an RS 485 connection is created an RS 485 converter SWIFT 485 is displayed in the terminal pane Multiple terminals can be connected to an RS 485 converter The converter dictates the communication settings of terminals attached to it General In the terminal pane select a specific RS 485 converter From the File menu choose Properties F8 and click the General tab in the Converter Properties dialog box to modify any of the settings Converter Properties General Connection Pon Settings Use this dialog to define a Terminal Node s Property settings These settings are used du
104. tempting to upgrade to a newer version For help on backing up files consult your Windows User s Guide or seek the help of an experienced computer operator If you have a previous version of PayClock for Windows installed on your computer the Setup program detects it and overwrites it with the new version When the Setup program replaces a previous version of PayClock for Windows it is only replacing the program files not your current settings employee data or punch data Follow the New Installation procedures in the previous section to upgrade your software to the latest version IMPORTANT You must select the directory where your existing PayClock program and data files are located when prompted for a destination during the installation process Starting PayClock After running the setup program you re ready to start PayClock for Windows To start PayClock for Windows from the Windows 3 11 Program Manager 1 Double click the PayClock 2000 icon Pc2000 exe To start PayClock for Windows from Windows 95 1 Select the Start button and then select Programs 2 If PayClock 2000 is not on the menu select the folder that contains the program 3 Select the PayClock 2000 program PayClock 2000 User s Guide Chapter 4 Setup Before you can begin using the PayClock system you must configure it to work with your company s specific parameters Follow the sections below in the order shown to completely setup the Pa
105. the Archive button PayClock DISPLAYS the Save As dialog box 4 Enter the name and path you would like to give the archived file Click the Save button when finished PayClock displays Archive complete 5 Click the OK button Chapter 6 Basic Operation To Retrieve an Archive 1 From the File menu choose Open PayClock displays the Open dialog box 2 Select the file you want to retrieve 3 Click the Open button Note You may only open one archive file at a time The archive file cannot be modified You cannot poll the Terminal or perform any other action that would change the archived database until you close the archive file and restore the active data file To close the archive file choose Close from the File menu Closing the archive file automatically restores the active data file Updating Terminal Settings After you make changes to a terminal s settings employee associations employee departments department names or bell schedules you will need to update the terminal for the changes to take effect Note If you are using Terminal Manager you can have the Terminal Manager automatically update these settings every time a terminal is polled by selecting the Auto Update Terminal Settings During Polling option on the General Tab of the Terminal Manager s System properties In Single Clock Mode To update the terminal settings 1 From the Terminal menu choose Send Names Data PayClock displ
106. the hardware you will need to change the COM port settings in Windows To change the COM port settings in Windows 1 Click the Control Panel icon which usually resides in the Main program group 2 Click the Ports icon 3 Highlight the port you want to modify 4 Click the Settings button 5 Click the Advanced button 6 Click the value in the Interrupt Request Line IRQ box pick your new IRQ value from the list 7 Click the OK button Click the OK button again 8 Click the Close button You must restart Windows for the change to take effect Q What do I do if I ve lost or corrupted my database file To help protect and minimize the loss of your data each time you close PayClock software a backup copy of the database is automatically made What do I do if either of these messages appear Unable to create backup or There is not enough memory to create backup of the database Please use File Manager s copy command to rebuild your file Appendix A Frequently Asked Questions What do I do if this message is displayed Cannot Archive File Not Found ec file name From PayClock FOR WINDOWS installation diskette copy dbtmplt mdb to file name Q How can I improve the performance of my PC To improve performance time you can add more RAM memory archive each pay period keep only This and Last pay periods do all the adds at one time or use the global add w
107. ticular payroll application check with your dealer to see about newly available interfaces To Setup or Modify a Payroll Interface Note You must complete the Payroll Interface Wizard before the export format will be available for selection during the Export process 1 From the Setup menu choose Payroll Interface PayClock displays available payroll export interfaces Payroll Interface PayChex Paylink Preferences Payroll 1 Password QuickBooks Pro Sign In ADP PC Payrall Custom 2 Select the desired payroll export interface 3 From here PayClock displays the PayClock Payroll Export Wizard 4 Follow the on screen instructions to set up your payroll export When you reach the last screen the Next button will be disabled and the Finish button will be enabled If all of the information is correct click Finish If you need to make revisions click Back to make your changes See Exporting Files for instructions on how to export your time and attendance data using the Payroll Interfaces you have setup 31 PayClock 2000 User s Guide To Add or Remove Available Payroll Exports During installation of the PayClock 2000 software the Payroll Export Components window appears which gives you the opportunity to select or deselect any or all available exports The Payroll Package Exports have easy to use step by step set up wizards which allow you to quickly configure PayClock 2000 for your needs After the PayCloc
108. tion is stored in the Terminal s memory In order to get this information into the PayClock software you must poll the Terminal Polling the Terminal consists of transferring the information in the Terminal to PayClock s active data file via a cable or modem connection You are then able to access and use that information for editing and reporting in the PayClock software Polling in Single Terminal Mode 1 From the Terminal menu choose Obtain Data PayClock displays the Obtain Data dialog box The PC initiates communication with the Terminal and starts obtaining the data PayClock displays the status of the communication in the Obtain Data dialog box You may click the Cancel button to stop the transfer at anytime without destroying any data Once the transfer is complete PayClock adds the new data to the active database and erases old pay period data from the Terminal When the dialog box disappears from the screen Obtain Data is complete Polling Using Terminal Manager If you have more than one terminal connected to your system you must use Terminal Manager Terminal Manager has two processes for polling Manual and Automatic Automatic polling is accomplished using the Auto Poll application that runs the Polling Schedules that you ve defined in the Terminal Manager All other polling must be performed manually Terminal Manager allows you to manually poll selected terminals terminals of selected employees and allows you to manual
109. tive employees are maintained in the data file but may not use the Terminal PayClock can hold up to 250 employees of which 100 can be Active in single clock mode or all 250 can be active using the Terminal Manager add on Software Module This is a required field Meal Rule Click the drop down list box button to display available Meal Rule selections Select the appropriate Meal Rule to be assigned to the employee If no Meal Rule is assigned none will appear in the drop down box Departments Tab Home Department Name Select from drop down list box You can also type in a department name If you enter a name that is not on the department list you may add it with the next available department number when you save the employee If you wish to select the department numbers use Department Setup to add the department This is an optional field Base Pay Pay Rate when working in Home Department Enter up to seven digits with four decimal places in the form This is an optional field Chapter Four Setup Optional Department Name Name of the Optional Department to which the employee is assigned Optional Departments cannot be entered until a valid Home Department is selected This is a required field if selecting Optional Departments Pay Pay rate for time worked in corresponding Optional Department Enter up to seven digits with four decimal places in the form If no Pay Rate is specified Pay
110. u and choose Modify Punches This is a password controlled menu item you either have to enter the password or be signed in to have access PayClock displays the Select Date dialog box Select Date Date 06407796 Fri E 2 Select the date by highlighting the month day or year and clicking the spin buttons 3 Click the OK button 89 PayClock 2000 User s Guide 90 Ge PayClock displays the Modify Punches dialog box Modify Punches Actual Records Modify By Date 06 07 96 Fri 06 07 96 07 59 Badge 002 06 07 96 13 30 Badge 002 Dept 02 06 07 96 17 02 Badge 002 Days Hours Ge Minutes 0 Test View IV Punches W Transfers Y Added Records If the times or dates are inaccurate you may adjust them using the spin buttons in the Modify By box Highlight the records you want to modify from the list in Actual Records To select multiple records hold down the lt CTRL gt key while you click on the desired records Select a consecutive group of records by holding down the lt SHIFT gt key and clicking on the first and last record of the consecutive group Click the Test button to see how the record is affected You can click the Undo button to return the punch to its original time Click the Save button to save the modified records to the database If you wish to remove all modifications made since the records were obtained from th
111. unch as In for the start of the next shift Maximum Meal Length Enter the longest time that any employee is likely to be clocked Out for a meal The Maximum Meal Length feature is used to assume a missed punch after a certain length of time has elapsed following an Out for meal punch This value is usually 3 hours and cannot be less than the longest possible meal break After the 3 hours or whatever time frame is specified the system assumes that there is a missed punch for that employee and records the next punch as an In Chapter 5 Terminal Manager Setup Chapter 5 Terminal Manager Setup The terminal manager is an optional software module designed to provide the functionality needed to manage communications with multiple PC2000 terminals If you are only using a single PC2000 terminal you may not need to use the Terminal Manager If you are using the PayClock software in single terminal mode you can skip this section and any further references to the Terminal Manager found in the book Accessing the Terminal Manager Once you have started the PayClock software you can access the Terminal Manager Module To access the Terminal Manager 1 Select the PayClock Setup menu 2 Select Terminals 3 Once the terminal manager is open you may switch back and forth between PayClock and the Terminal Manager by pressing the lt F9 gt key Terminal Manager Basics The main Terminal Manager screen is the heart of all of your terminal
112. unches Includes daily and pay period totals of worked hours tips and non worked hours Wages Same as Totals but with an additional column for gross pay This is a password controlled menu Item you either have to enter the password or be signed in to have access Absence List of selected employees with absences and the dates for which they are scheduled and have no punches or non worked hours Exception List of employees with exceptions These exceptions may include punches department transfers tips and non worked hours for the date with the exceptions The following will be considered exceptions and will cause for the whole day Missing Punch Exceptions Odd number of IN OUT punches except if last punch is across midnight but still within the maximum 14 hours see Punches Rounding Interval between IN OUT punches greater than Maximum hours Meal Rule Exceptions see Punches Rounding To Setup Meal Punches Meal Starts Between options and Auto Deduct Meal options Auto Deduct Meal option NO is selected Employees Punch for meal and no OUT punch for a meal is within the range chosen in Minimum Maximum Hours From Start Auto Deduct Meal option NO is selected and an IN punch for a meal does not fall within the selected Meal Length duration after an OUT punch that is within the Meal Starts Between limits 79 PayClock 2000 User s Guide 80 Auto Deduct Meal opti
113. vious section RS 485 Terminal Properties for more information on modifying the properties of these devices Creating an RS 485 Connection in Terminal Manager The first step in setting up Terminal Manager for communication with sync time devices is to create connections representing your terminal network To create an RS 485 connection NS E Select the System icon in the terminal tree From the File menu click New Connection In the Connection Wizard dialog box select RS485 Network as the type Give this connection a name Choose Finish A dialog box appears with the default properties Modify the properties 1f needed then click OK Adding a Sync Time Device to an RS 485 Connection To add sync time devices to an RS 485 Network connection 1 In the terminal tree select the RS 485 Network that you want to attach the sync time devices to 2 From the File menu choose New Terminal 3 Type a name for these sync time devices choose Lathem Sync Time Device as the type then click OK Only one icon needs to be added for all sync time devices in a particular RS 485 connection 55 PayClock 2000 User s Guide Setting the Time for All Terminals and Sync Time Devices Select the system icon on the terminal tree From the File menu choose Properties then click the Time Date tab Modify the time and date settings of the system if necessary Click the Set All Terminals Now button SEN Setting the Time for Sync Time Devices
114. ws you to define bell schedules that are used to signal the start and stop of shifts and breaks These bells are synchronized to the exact time of your PayClock terminal In order to utilize this feature you must have a PC2000 terminal with an optional Bell Ringer Relay installed and a connection to an external bell buzzer or horn This equipment requires professional installation If you do not have the optional hardware to implement this feature please contact your installing dealer An authorized Lathem dealer can install these features at your site To Create a Bell Schedule 1 Enter the Terminal Manager 2 From the Tools menu choose Wizards then Bell Ringer PayClock displays the Bell Ringing Wizard dialog box 3 Follow the instructions on the screen using the navigation buttons to advance or back step through the setup process 4 When you have completed all of the steps press Finish After creating your Bell Schedule s you must send them to the appropriate terminals See Updating Terminal Settings for more information Chapter 6 Basic Operation Chapter 6 Basic Operation Overview PayClock was designed with one concept in mind ease of use Therefore all of the basic functions are intuitive and simple to operate PayClock s basic functions should be performed at least once per pay period in the logical order or cycle as follows Polling Retrieving Terminal Manager only Po The PayClock Cycle
115. yClock displays the following dialog box Apply Schedule Template x Standard Y Highlight the desired template and click the Apply button After the template is applied the schedule can be edited If you are satisfied with the employee settings click the Save button Click the Close button To Edit Schedule Templates LA E From the Setup menu choose Schedule Template This is a password controlled menu item you either have to enter the password or be signed in to have access Select the schedule you wish to edit by clicking the drop list box button in the Select Schedule field Click the Edit button Edit any of the fields the same way you would if you were adding a template Click the Undo button to abandon any changes Click the Save button to save your template Note Once you Save a template you cannot Undo it You must either Edit or Delete it 6 Click the Close button when finished 17 PayClock 2000 User s Guide To Delete Schedule Templates 1 From the Setup menu choose Schedule Template This is a password controlled menu item you either have to enter the password or be signed in to have access 2 Select the schedule you wish to delete by clicking the list box button in the Select Schedule field 3 Click the Delete button PayClock displays the following message Delete Schedule Template A This Template will be removed Do you wish to continue 4 Click Yes to d
116. yClock software Password Certain menu items in PayClock are password controlled You need to enter a password to access any of these items The default password is Lathem However you should change the password as soon as possible after installation to reduce the chance of unauthorized users from changing your time and attendance data To Change the Password 1 From the Setup menu choose Password PayClock displays the Setup Password dialog box Setup Password x Old Password New Password Gf Cong No Wee Cancel 2 Type the old password PayClock displays an asterisk for each character you type in all the fields in the Setup Password dialog box Press the lt TAB gt key or click in the New Password box Type the new password up to eight characters Press the lt TAB gt key Type the new password again in the Confirm New box Click the OK button DPP 9 The password is now changed Chapter Four Setup Single Terminal Communications The basic PayClock 2000 software is designed to operate in a single terminal mode If you are connecting more than one PC2000 terminal to your system you will need to purchase the optional Terminal Manager Software Module which is designed to manage communications with multiple terminals The Terminal Manager Software Module can be turned on at a later date using the Feature Purchase option located under PayClock s Help menu If you will be utilizing the Terminal

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