Time Clock User Manual-v32 - Lee Systems Technology Ventures
Contents
1. w Lee Systems Technology Ventures Copyright and Warranties Fa The Copyright amp Warranty screen will Copyright appear This product is protected by the Copyright Law of the Philippines and International Copyright Laws This product may be duplicated for backup purposes only Unauthorized duplication or use of this product is strictly prohibited by law Lee Systems Technology Ventures or its suppliers reserves the right to prosecute Should you find the conditions acceptable violators to the full extent of the law click the I accept button Limited Warranty A N F 7 If not 1 cl IC k Q uit b utton to exit Lee Systems Technology Ventures warrants that the Software will perform essentially in accordance with the accompanying documentation for a period of 1 year from the date of receipt unless explicitly stated otherwise Exclusion of Liability D amages Lee Systems Technology Ventures its owners staff and its distributors shall not be held liable in any manner for alleged or actual damages whatsoever directly or indirectly arising out of the use misuse or inability to use its products Quit Philippine Copyright 2001 by Lee Systems Technology Ventures Step A 1 Transferring of Employee File from Payroll to Time Clock module Refer to Payroll manual for extracting the employee from payroll Lee Systems Technology Time Clock w2 7 Time Clock View Entries Create Trans2. Save Cancel Step A 3 Opening Time Clock Entry 1 Click Time Clock button 2 For keyboard entry type in the employee no in the space provided for the barcode entry 3 For other peripherals such as barcode magnetic strip reader the employee no will automatically appear once the barcode magnetic strip is read Lee Systems Technology Time Clock 2 7 Date 05 28 2003 Time lt 9 44 17 AM 09 44 17 9 44 Bar Code Entry Employee Code Employee Name Close Part B Transferring of Data to Timekeeping module Step B 1 Create a folder for EasyPay Daily Time Record e Go to Windows Explorer and create a folder name EasyPay DTR The folder to be created intends to store data Mkusa ils Ea Create Trapg to be transferred to the Timekeeping Module a Path C EasyPay DTR Browse Step B 2 Setting the Path ares From the Main Menu click System Password to Close Time Clock Parameters button E titres teary atuenees sec ieee ita renerrncaionentes m Show Military Time 1 Click System Parameters button 2 Type C EasyPay DTR 3 Click Save button Step B 3 Transferring of Daily Time Record From Main Menu click Create Transfer File button 1 Click Create Transfer File eae anie te e 2 Enter the Date Range to be transferred Fom 02102003 Te 0225200 3 Type in the filename to be saved Itis recommended that the follow
3. Table of Contents MEdC E E A E nent E E A ADOUL TG SOWA E cornine EE EEEE Hardware Requirements sssssssrsrsrsnrnrsrrrrnrnrrrrnrnrrrrrrnrerenrnrrrrrrnns Installation f the Progiani scccsscocarseyssecessteacesaviicecanescanarasaneiiesecsiees A TIME CLOCK MODULE Part A Getting Started ccccccc ec eeeeeeeeeeeeeseeeseeeeeeenenees A 1 Transferring of Employee File from Payroll Module Paz Seu Pass OF G eenean EEIE E ENA E ac A 3 Opening Time Clock Entry s sssssssssssessnssssnssesrenreesene Part B Transferring of Data to Timekeeping Module B 1 Create a folder for EasyPay Daily Time Record BZ a C UNG POG nceser tees secures E B 3 Transferring of Daily Time Record ce ceceeeeeeeeeeeeeeeeeeee es Part C Other Functions VIEW 7 Prnt ENIES waceccauetaccstacaecanstsadceatenesancanerciaimeeaioascaese de Deleting RECORD Siicevciatdiexiaztssaiecasiaueiaedaserediaensicadantascouease 22 Repair amp Compact Database cccccccsseneeeeeeeeensnneneeeeseeen ae EasyPay Payroll System Introduction Doing our periodic payroll manually consumes most of our work time With a Payroll Software it gives us more time to do other activities in a day However using a payroll software is different from using a word processor It takes time and practice to learn how to use the program properly It is adviced that before starting our payroll entry correct understanding of each f
4. ases and a large file Slows down the system Compact Database actually removes the deleted records from the file thus reducing the actual file size This process should be done regularly Quarterly or Yearly if a lot of transactions are usually deleted Make sure to backup before proceeding with this process Click the Repair button to start the repair process Click the Compact button to start the compact process Checking the Refresh Auxiliary Files in Compact Procedure optimize reduces the size of the temporary files and auxiliary files that the system also uses These are files other than the Data File Click Close to return to main menu Backup From the Main Menu click Back Up button and the following screen will appear w Back Up Database Ea Important SS E E Make sure that no one is using the Database File Program If BackUp fails try j to restart the computer and try to Backup again 5 Control File i concurrently backed up Data Directory and File JCW B Par Demos P ayrollFiles mdb Browse Back Up Directory and File CAVBPayDemo Backup PayBack 1 mdb Browse W Use Default Start Back Up Cancel 1 Specify the Backup Directory and File Click the Browse button to search for available folders or to create a folder 2 Click the Start Backup Important Make sure that no one else is using the program networked programs and that all other parts of the system are closed before p
5. cation or exe Available in Installation Disk Executable files 2 Report files rpt Available in Installation Disk 3 Data files mdb Restore From the Main Menu Click Restore button The following screen will appear 1 Specify the Backup Directory and File that will be restored as the current file Click the Browse button Important THIS PROCEDURE WILL OVERWRITE EXISTING DATA Make sure that no one is using the Database File Program If Restore fails try to restart the computer and try to restore again Current Data Directory and File AC QO WBPayDemo PaprallFiles mdb T BioWise Backup File to Restore l CAVBPayDemo backupt mdb Browse M Use Detault Start Restore Cancel to search for available backup files 2 Click the Start Restore Important Make sure that no one else is using the program networked programs and that all other parts of the system are closed before proceeding Restoring Data Files would overwrite your current data with a backed up data This would be necessary on the following cases 1 When the cu rrent file is damaged beyond repair If Repair Utility is unable to successfully repair the file Refer to the section on the Repair Utility 2 When the data file is virus infected and cannot be cured 3 When the integrity of the current data is questionable and the Backed Up data is more reliable
6. e programs will automatically appear in the desktop 6 For other versions of Windows operating system click the Start button on the taskbar go to Programs Lee Systems then select the module Time Clock System The main purpose of the Time Clock module is to record the Time In Time Out of each employee per day It basically serves as an electronic bundy clock The program is usually stored in a separate computer place near the security guard The hardware specification is the same as required above but with a less storage capacity The data employee No may be entered manually into the program or the computer may be connected with other peripherals for automation Barcode reader swipe Proximity reader Magnetic Strip reader Biometric device These may be connected to the program provided that the device have already a text file output You can call us to linked your device to the program All the employee s data should be encoded first in the EasyPay Payroll module The Time Clock module will not accept any new employee which have no record in the EasyPay Payroll Employee File Please check the procedure in updating new employees to the Time Clock System Part A Getting Started Time Clock System For Windows 98 Double click Lee Systems folder then double click the icon Clock Clock For Windows NT 2000 XP Click Start button at the task bar Select gt Programs gt Lee Systems gt Clock
7. fer File 2 System Parameters Delete Records By Date Data Directory Database Utilities RepairLompact BackUp Restore Click the Employee File button 1 Insert Diskette extracted from Payroll Employee Master File Filename PayTransferFile mdb 2 Click the Browse button in the mployee rile P cl nel Ace eels a y 3 Select 3 Floppy A then Select the Dormiendo Jenelyn P filename PayTransferFile mdb e g A PayTransferFile mdb 4 Click Download button The updated employees should appear in the Employee File list Sort Order Find f Emp No Emp Code Emp Name Find by Name Refresh mn Load Employee Master File 4 PayT ransferFile mdb Step A 2 Setting Password Directory and Filename Browse Download E No Message The objective for setting the password is to prevent unauthorized tampering of the Time Clock entry screen Delete Single Entry Close ia Time Clock _ x 1 Click System Parameters button Create Transfer File 2 Enter the password to be change the system Path C EayPayDTRN Browse password is set at st admin Either one depending on the version Time Clock 3 The Validate Employee Name should also be PasswordtoClose Time Clock admin eee F paide Eres Wane 4 Click Save button Show Mites Tine
8. ing coding of Teana Note Do not use spaces use letters and numbers only start with a letter filena me be fol lowed i l Do not include entension name mdb X txt e g EP 2003 02 25 EP stands for EasyPay Payroll 2003 payroll year File Type 02 payroll month MS Acess 97 mdb Bice 25 cut off date payroll counter 4 Click Create File button Create File Close The filename entered will be saved under the folder EasyPay DTR 5 Copy the filename to the diskette to be downloaded in the Timekeeping module C Other Functions View Entries You may view and print the Transactions recorded in the Time Clock System ia View Entries F x e Enter the Period Covered to be Filter viewed Emp No Name _ Search e To view specific employee fill DateFom _ To oo Refresh in employee name space To view all employee leave the Daily Transactions DateTime space blank e Click the Refresh button To Print e Go to Printer Set up Select the Printer Name that you are Coronel Jessie Jay A 03 17 2003 0716 200303170716 dela Cruz Juan 5 Andaya Joan A 03 17 2003 03 17 2003 0716 0716 200303170716 200303170716 Ranay Mary Anne 03 17 2003 0716 200303170716 France Janet A 03 17 2003 0716 200303170716 Coronel Jessie Jay 03 17 2003 1716 200303171716 dela C
9. roceeding It is of utmost importance that you should have a backup for your system and data Data may be damaged due to voltage fluctuations hardware computer malfunction closing the program or computer without shutting it down properly and computer viruses Backup should be done regularly depending on the volume of your data For a system wherein data are entered daily backup should be done daily However if data is entered only one or twice a month backup may be done monthly or semi monthly Start backing up once you have entered actual or valuable data into your system There should at least be two sets of backup one on site and the other off site This is to ensure that should anything happen to the site there is an off site backup to retrieve data from A simple backup system is provided it copies the Data Files from the working directory to another folder drive zip drive There are efficient backup programs commercially available in the market There are programs that compress the data before storing it to your backup device such as Winzip Program you may also use these programs to backup You may use Zip Drives or Tape Drives or CD rewrite as your external backup DO NOT USE DISKETTES They are easily damaged and are an unreliable media for backup The files to backup are the following Look for these files in the folder subdirectory where the program data is installed files whose extension name is rpt exe and mdb 1 Appli
10. ruz Juan 5 _ Andaya Joan A 03 17 2003 03 17 2003 1716 11716 gt 200303171716 200303171716 Ranay Mary Anne 03 17 2003 1716 200303171716 France Janet A 03 17 2003 1716 200303171716 03 18 2003 0733 03 18 2003 0733 03 18 2003 0733 I a LL I 200303180733 200303180733 2003031 about to use the Print Range and the Number of Copies that you are going to make Click Ok Go to Preview Report e From the lower left of your screen you would see the number of pages you are about to print e In line with that click the Printer icon Coronel Jessie Jay dela Cruz Juan S ae ail Deleting Records If your free available disk space in your hard disk is low you may need to delete some of your data It is advised that you should keep at least 2 year s data in your system and delete data that is more than 2 years However if your system has a 10 or 20 gig hard disk and the computer is solely used for purposes you may not need to delete data Deleting data may improve the speed of the program After Deleting Data you should compact the file Refer to section on Compact Repair Compact You may also check the file size your data Open Windows Explorer and look for the filename ClockFile mdb If the file size is about 100mb and the computer is starting to slow down you may want to delete previous data w Delete Da
11. unction and proper sequence of entry as recommended be followed to minimize redundancy and error in our final result Please follow the correct procedure in using the software Let s get started About the Software The software is developed using Visual Basic 5 as front end for user interface and Microsoft Access 97 as the back end database The program is network ready and can run under Windows 95 98 NT 2000 XP Recommended Hardware Specifications A PC based computer with a Pentium II processor or higher 64 MB of RAM or higher CD ROM drive for Program Installation 800 x 600 B W or Color Monitor Back up Device CD RW Zip drive The system would require a minimum of 50 megabytes of disk space and would increase as the database increases Installation of the Program 1 Insert CD Installation Lee Systems Tehnology Yentures Installation Program Disk into the CD drive 2 The CD will automatically initialize setup Otherwise run Setup exe of the CD 3 Place a check mark on the program to be installed then click the install button 4 You will be guided by the Setup wizard just use the defaults provided 5 After the installation For Put a Check on the Prorams you want to install 1 Windows 98 a folder MW Payroll I Time Clock Reader Lee Systems M Bank Diskettes and Gov t Forms M Timekeeping and Monitoring System J New Database I Personnel Information System containing all the icons of th
12. ytran x Note 1 Click Delete Records by Date button 2 Enter Cut Off Date to be deleted 3 Click Delete button This procedure deletes the Time In Out entries from start to the Cut Off D ate This procedure deletes the Time In Out entries from start to the Cut Off Date Cut OFF Date lee is Delete Close Repair Compact Database From the Main Menu click Repair Compact button The following screen will appear w Repair 7 Compact Database E Important Make sure that no one is using the Database Filer Program All other parts of this program should be closed and no other user i using the system Make sure you have a backup before proceeding Repair Database File E Program Files E asyPay ClockFiles mdb Compact Database File E Program Files E asyPay sClockFiles mdb Compact File Size 64 KB Close Repair Database Database may be damaged due to hard disk failures abnormal power interruptions failure and poor network connections and network collisions This is why backup is very important Repair Database repairs the database to restore database integrity Before repairing the database backup the file without overwriting your existing backup by backing it up in another name or folder Compact Database When records are deleted the system does not physically delete the records from the file This means that the disk space used by the data file continually incre
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