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Easy employee absence tracking for small business

1. 21 OVERVIEW sesa ees on Sen UR RUE RR RU Oe 21 l iogt ni ACC6SS cess CREER Aon SERE VS e E ERR ee a Rey qr a en 21 Common Features ere eu ER C RE eS quee 21 User Security Detail RR ere Rey 22 User Security Attendance Tab dads EE CREER RUE RR RETE 23 Program Features Attendance 11 23 User Security Location Department ees 24 User Security Other Tabs hh he 24 Forgotten Password Features cese oahu dee epe RUE RIS FERES 25 Chapter 4 Managing Employee Records 27 OVERVIEW cobarde race Ve pais eder pese eS Va ede p e ea Ke 27 Using MyBiz Attendance CURE ES PR ERG 27 The eke ees eedoes awe ocean ee D 28 Bl iments of the Calendar Screen scc xe dawns REVENU AUS 31 MS Attendance gt Recording Absences oreste opes bees gc Mp aas spe Rd ard S 38 Adding New Employees ciues pas p ere px EIU RARE RET ERES 33 Deleng Employees ires tyrens DEP ed e up d eR eS 34 Category oue ve pere e E REOR debs Bias OS 34 Initial Balances e pow and UR Ya ee Ll pa
2. It is important to assign your absence codes to the proper categories before marking any codes on the calendar There are 22 absence codes You may change the description of 21 of them The description of Holiday code may not be changed but you may change the settings for Count Against Perfect Attendance Each letter can be assigned to one of the absence categories which are labeled in Global Preferences Once an absence code is assigned to a category whenever you put that absence code on the calendar the time for the absence is shown in the Used column for that category 18 For example absence code Medical Appointment is assigned to the Personal Total This Year Totals Since Hired Notes Year Settings Category Wien che absence code N 15 put uen inDays ver Eamed lised Lost Balance Vacation 5 00 00 00 00 5 00 on the calendar the time will be deducted amp dti in the P IC Sick 2 00 00 00 00 2 00 rom used time in the Personal Category Sasori 6 25 00 00 00 625 Edit Absence Codes edit the Absence Code Description follow these steps 1 Click in the Description box 2 Enter the new description 3 Click Save Changing Absence Categories change the Absence Category follow these steps 1 Click in the Category box 2 Click on the drop down arrow and select the appropriate category 3 Click Save 19 20 Chapter
3. Year In Review SNeil Sample Company Year in Review Adams Neil Hire Date 03 21 1997 Location FortLauderdale SSN 41 11 0111 Department Merchandising Mth Year 1 14 15 1 18 19 20 21 22 23 24 25 27 28 29 34 012003 3 TI Dy E 022003 9 157 Hire to Date Date Range Totals 01 01 2003 12 31 2003 Category Accue Plan Used Lost Balance Carry Earned Used her Balance Vacation san 121 Zero Out Calendar Z 2300 6440 2000 000 3071 1071 000 Sick Ful Tire Sick Calendar Zero 157 743 443 400 200 157 000 Personal Ful Tire Personal Calendar 300 1552 200 000 500 300 000 Absence Code Legend A Accident On B Accident On Duty C Corre Tire D Death in E Excused F Family Leave G Sick H Holiday 1 lines J Jury Duty K Layoff L Late Qut Early M Mitary N Medica Appointments 0 Transportation Wheather Personal Day Q Erpbyee Recogriton R Feligous Holday S Suspension T Trairing U Lhexcused V Vacation Adjustments Report Neil Sample Company Adjustments Sco Summary For Parameters Employee Date Hotes Fort Lauderdale Merchandising Adams Neil 01 15 2003 200 Adjustmert to Eamed Sick 01 31 2003 10 71 Adjustmert to Used Vacation 01 31 2003 5 00 Adjustmert to Eamed Vacati
4. MyBiz Attendance s CEEA Transaction Entry pem Employee Select 5 Transactions x To add a new entry whether it s earned or facation Sick Persor Hours used time follow these steps 4 Sotedbyl Date Description S Eum j 1 Click on the Category Tab you want to EC These Venton UB aD BOOD 0871572003 Tine Und i Vacln ro 10000 add or deduct time from For example da EK ER the Vacation Sick or Personal McCalla 2 From Transactions click on New Opel 3 Click Yes LUN Woodward From the Edit Transaction window enter the following gt date 01 15 1990 Current Plar Full Time Vacation A Transaction Date Enter the date Exerc in of the transaction B Transaction Type Select one Adjustment to Earned Select this option when you want to show a manual adjustment that has hours deducted The Transaction Detail report will show Adjustment to Earned which is credited giving time Adjustment to Used Select this option when you want to show a credited manual adjustment The Transaction Detail report will show Adjustment to Used which is debited deductingtime Loss Carryover Select this option if you want to show a manual carryover loss
5. Caterny assormerts Search by Last Name Erose Detail 1 re ne emnt 4 Sere Lt Nane ues Ranier aam 554 Ense TUN Date 6570 28 dl esectod cooked employees 381154712 45454505 Ee 886 55 4588 45151552 T Kal Mathew 422369517 45454554 23555555 000130 I Debeah 005563143 45454555 091 449210 45454557 pe Stephen 420239009 45454588 ana ZS ates T Recuring Reinder Wien you evert for checked employees T m z Peck Cathy 397 469279 45454560 2 5 If you want the reminder to o associated with specific employees j select the checkbox Assign to all selected checked employees This is optional and will create a separate Doscrpion Wooded T5T463045 4554965 reminder that is associated with each employee Engloyee rely w ciun Hire bate 01 15 1980 6 If you selected the checkbox in Step 5 you will need to select check any employees that this reminder is about in the Employee Select Column Otherwise skip to the next step 7 By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You mus
6. Transaction Utility Remove Accruals 47 94 Index Troubleshooting 83 Moving Database from One Location to Another 83 SQL Parse Error EOF in String Detected 83 Unable to install on a Win NT or 2000 system 83 c nlocking the Demo 9 p Month 53 ser Security Attendance Tab 23 ser Security Detail Tab 22 ser Security Location Department Tab 24 ser Security other tabs 24 WwW Weekly 52 Weeks 53 Y Year In Review 36 Yearly 52 2 Zero balance each time earnings are applied 52 Zero balance from prior year 52 95
7. 6 Click Test File This checks for blank required fields and in the case of location and department it checks to make sure that the name of the location and department has already been set up within the program Caution If duplicates were detected and you click on Import these fields will be imported into the program 7 Once it passes the test portion you will be able to click on Import File Msi Attendance 5 Neil Import and Export Exporting The export feature is used to transfer basic employee information into a text file that you can open in any word processor or spreadsheet application Only the basic information see Field Layout in Appendix C will be exported To export your information follow these steps 1 Click File Export 2 Select Tab Limited or Fixed Length for the Export File Type 3 Enter a path and file name or keep the default name 4 Click Export Your export file will be created as the file designated in the file block You may rename the file but we recommend keeping the file extension of txt After exporting you may open the file from within any other spreadsheet or word processing program Note Only the information in the Field Layout will be available for export 73 m i Attendance amp Neit Import and Export 74 mybi Attendance gt Neil Appendix A Appendix A Reports Report Tools You ll see each of these tools when you click on Preview for a speci
8. 79 Group Absences By Type Report Seo Summary ror Paramecers BNeil Sample Company Group Absence By Type Fort Lauderdale Merchandising 09 2002 Employee Adams Neil 01 2003 Employee Adarre Neil 02 2003 Employee 1i 2 s a s e Adams Neil Count in Department Merchandising 3 Worked Hours Report Neil Sample Company Hours Worked Um ploycc 10 Ost Hours Fert Lauderdale Merchandising 111 11 0111 000129 Weer 1101702002 11 22 2002 1112112002 1171912002 1171812002 Hours department Merchandising 4 05 Hours location Fort Lauderdale 8 05 Tots Hours 8 05 Gou on Locabon Deos ment Range 0101201 022 Gouge by Haling on Sun doe 80 MS Attendance gt Planner Neil Sample Company Planner Adams Neil Hire Date 03 21 1997 Location FortLauderdale SSN 14 14 0444 Depertment Merchandising Mbrvear M Q 01 2003 02 2003 03 2003 04 2003 05 2003 06 2003 07 2003 08 2003 09 2003 102003 11 2003 12 2003 Total Hire to Date Year To Date 01 01 2003 12 31 2003 ibseres Category Plan Used Lost Balance Garry Over Ered Used Lost Balanoe Vacation Jan 151 Z
9. Plan Description Plan Name Pro ale earnings for partial months amp partial years None Yes C No Method Time eamed in Time of Service C Hours Worked G Hous C Days C Weeks Select the Benefit Year 2 Pis ale Earning Levels Press Tab to create new level Onthe 1st Calendar C Fiscal year Select How Often to Accrue Daily C Weekly Monthly 12 times per year Yearly Once per year C custom Comments Select what to do with prior year balance Carry over balance from prior year Zero balance from prior year Zero balance each time earrings are applied Current Form Time Off Plan Maintenance Employee Neil Adams View All Employees Save This saves current Time Off Plans settings 51 52 Cancel This cancels all changes Wizard You can design and test a plan with this tool e Print This prints the Time Off Plans Browse This allows you to view all Time Off Plans in table format Detail This allows you to view selected Time Off Plans settings Time Off Plans Name This is the name of a selected Time Off Plans Method Time of Service This allows you to accrue from the hire date of employees Hours Worked This allows you to accrue by hours worked Select the Benefit Year Hire date This means the accrual occurs on the employees hiring anniversary date On the First Calendar Th
10. 5 Click OK at the Select Directory screen We highly recommend you keep the default location 6 Click Close when the backup is complete Restoring From A Backup Remember restoring a backup will overwrite all data in the current database restore follow these steps 1 Open MyBiz Attendance 2 Go to File Maintenance 3 Click Restore Database 4 Click Start Restore 5 After Restore is complete click OK 68 w Mttendance SNil Chapter 9 Help Sample Database A sample company called a tutorial database is provided so that you may view the different screens with sample data already filled in It is recommended that you use the program with the tutorial database in order to get a feel for the program without having to worry about altering live data When you are in the tutorial database no changes are made to your live database To open the tutorial database click Start Programs G Neil Software Sample Database The Help Menu From the Help menu select Contents A list of help topics is displayed Select the book that interests you using a double click and then double click the topic you wish to display The F1 Key Pressing the F1 key is another way to obtain help within the program From most areas of the program pressing F1 will display the topic associated for that screen Searching For Help You can search for Help two different ways using the Help File Method 1 From the Help men
11. If you select another employee changes will be saved automatically Cancel This cancels current changes Display Hours Worked This feature allows you to toggle the display for Hours Worked on the calendar Hours Worked is time entered on the calendar with a W code or from the day s totalled MyBiz Time Clock entries Display Absences This option allows you to toggle the display for absences on the calendar Absences are time entered on the Calendar with any of the absences A V code Employee Balance Tabs Total This Year Tab This shows the employee s current benefit year totals Total Since Hired Tab This shows the cumulative total since the employee was entered Notes Tab This allows you to enter comments for a specific day a new feature of Version 2 is that you can also attach any file to the notes field now See Appendix D Year Settings Tab This shows assigned Time Off Planss tables Note Negative balances will show in yellow As well realize that absence codes entered on future calendar months will affect employee balances negatively because accruals will likely not have been run for future months The following symbols may be seen within calendar days Magnifying Glass This denotes partial day absences or that there are multiple absence codes places for that day For example if an employee is set up with eight hours as set up on the Detail screen Day Hours the magnifying glass
12. Sa Su Mc Tu Wel Th Schedule 26671 9021 45454555 a Transact Aene Clifton Kelly 176 28 8331 000024 Fort Le maass Mon Gem Hm ah ae ral o Man Odo emm Fe oe Employee Select column Note To quickly select a department or location click the TreeView button Yeatin Review Handy Ed Data Enty Richards Robet Dispacher Tracy Manager Saes stomWands SdesAssoc KalMahem Secretary under the Employee Select column 3 On the Schedule Tab select the date range you wish to view and then click Refresh We recommend selecting one or two months at a Men Peck Cathy 33746 9279 4545450 Fort Le i P c Maece TZ Woodward 151 449045 45454383 Fat Le AU aaay Danson Pense Developer Accountant time when viewing as selecting lt gt Employee Wanda Osborn Date 05 13 1994 more months can slow performance when scrolling to the right 4 Select the Filters Tab if you want to view on specific absence codes Click Refresh from the Schedule Tab to refresh the data 5 Clicking the Go to Calendar button will take you to the Calendar for the selected employee Sorting Right clicking anywhere on the Scheduler grid allows you to sort by Name Title Location Name Location
13. 24 4 24 04 30 5 3 0 05 36 6 3 6 06 42 7 4 2 07 48 8 4 8 08 54 E 9 5 4 09 60 1 0 Formula for converting minutes to decimals minutes divided by 60 Minutes must be in 6 minute increments to be whole numbers Manual And Automatic Accruals An accrual the amount of time off that has accrued for each employee can be run manually or automatically An automatic accrual occurs when the program is set to run an accrual on a daily or weekly basis depending on the Accrue Schedule settings under the MyBiz Attendance Global Preferences Attendance Tab Automatic Accrual For an automatic accrual to run you Global Preferences must set the schedule and select the Company Info General Settings Report Options Accrue Automatically Box under the Display Mode Fiscal Date Accrual Schedule Global Preferences Attendance Tab wu omen prog 7 Accu Amaia Run Accruals On Then whenever the program is opened es D sy for the first time during that day according Se ANM di to the schedule the program will accrue acc 7 Prompt for Time Off Wizard Saturday automatically For example if your schedule NE 08 26 2003 is set only to Mondays then every Monday when the program is first opened the program will run an accrual Note We recommend running the first couple of accruals manually to make sure the Time Off Planss are s
14. 800 123 4567 Email address 30 up to 30 characters or numbers Address Effective Date 10 MM DD YYYY slashes required 86 Attendance SNeil Appendix D Appendix D Using the Notes Comment Editor and Attachments MyBiz Attendance Version 2 includes new powerful word processing features for all comments and notes fields as well the ability to attach objects and documents within these fields When documenting employee absences you may find it useful to attach Copies of e mails Word or Excel attachments that you ve used for tardies warnings and specific sections of reviews MyBiz Forms personnel forms for vacation requests FMLA requests and company responses warnings and counseling reports Right Click Menu Commands Edit Right click on any notes or comments field the menu shown at right will pop up with the following options Edit Opens the full text editor Font Cut Copies to the clipboard and deletes the currently selected text Bullet Style Copy Copies the currently selected text to the clipboard Paste Pastes the currently selected text into the comments text field im Font Brings up a standard font edit window with settings for font Insert Object style size effects and color Bullet Style Toggles bullets for selected paragraphs on and off Paragraph Brings up a standard paragraph settings window for alignment style indentation and line spacing Tabs Le
15. Click on the Category tab 2 Click on the Transaction that you want to edit 3 Click Edit 4 Click Yes 5 Make any necessary changes 6 Click Save to keep changes Import Hours Worked This feature allows you to import W transactions worked time into the database Note You must have entered your employees time first This will only import hours to existing employees Follow these steps to import hours worked 1 Format a tab delimited or fixed length text file with the following order SSN 11 characters long or ID Date MM DD YYYY 10 characters long Amount five characters long Validate the file using a text editor like NotePad or WordPad Go to File gt Import Hours Worked Select the type of file Fixed or Tab Delimited Click Select to browse to your import file Click Test to verify there are no errors associated with the file NAW RY Click Import to complete the process 38 MS Attendance gt Planner Managing Employee Records The Planner shows you how many absences have been marked on the calendar for each month by code The difference between the Planner and the Year In Review on page 36 is that the Planner shows absences mainly by the absence code The Year In Review shows absences mainly by month Otherwise everything is the same Reminders The Reminder feature will show you all open unresolved reminders and allow you to create delete
16. Feels p dne 35 Entering Initial Balances ik baa ede RA NEL REPRE XR Ee p Es 35 Yeat In Review bue ur d gr P Reate 36 Transaction Editor ise ERR eb eee tees ea bead CREER 37 Adding a Transaction Entry daa ia RU LESE ase etwas dI PEDI M E 37 Editing Transactions 45s eb er DEDERAT 2628 oo GR CPP DIE RS Es 38 Import Hours Worked 2 ee the PESE Pd nr M S RARE E AS 38 Planet y IUE NE OE UR E ECCE Eg p 39 Reminders uoces mere e uen Cx RE puse Sabe Put Ege ates ae 39 Setting a Reminder s stel LL es BR Ria ede iy RR A EN ue cr UR RE de 40 Open Reminders eae E oe re 41 Using Scheduler NA Ipae E CPP 4l Chapter 5 Attendance Operations 43 Tbe Calendar Pane eee demere RAS EFE PEERS oM ne 43 Assign Absence or Work Time Codes to the Calendar eese 43 Absence Details ter ed d RM 44 Manual and Automatic Accruals 11 45 Automatic ep vet ston heb et Dene oe ase PP aaa ep E S SE RIS 45 Manual te LIGA RE REG Uere d EN Qu PE ar er ees oa eg 46 Advanced Options aad posed Bor oils es so eee ast 46 Ac rue Through Date Optiot E A
17. Range allows you to view totals from a specific date range This date range defaults to January to December of the current year Date Range Assigned by Accrual Plans allows you to view totals that reflect the Calendar screen Only Show Months With Activity This allows you to view only months with absences Absence Categories This allows you to choose which categories you want to view 63 Transaction Detail Report The Transaction Detail Report allows you to view all transactions since the employee was entered into the program or within a selected date range Use this report to view transactions in checkbook style format Additional Options for this report Report Settings allows you to select a date range for transactions and whether to show Holiday and Other Year In Review Report The Year In Review Report allows you to view selected absence categories in a calendar format This report is similar to the Planner Report except the Year In Review absences are mainly by dates Additional Options for this report From Date and Through Date This allows you to select specific dates Date Range Used for Year to Date Totals Report Date Range allows you to view totals from a specific date range This date range defaults to January through December of the current year Date Range Assigned by Accrual Plans allows you to view totals that reflect the Calendar screen Only Show Months with Activity This allows you to vi
18. The Transaction Detail report will show Loss Carryover deducting of amount carryover loss happens at the end of a selected time period usually at the end of a benefit year in which the employee is not allowed to carry over a specific amount of time Loss Exceeded Max Balance Select this option if you want to note exceeded time The Transaction Detail report will show Loss Exceeded Max Balance An exceeded max balance loss happens when an employee s balance exceeds the maximum balance setting in the Time Off Plans lt 37 Time Earned Select this option if you want to show earned time The Transaction Detail report will show Earned This option is normally used if you enter all your time in manually Time Used absence code Select this option if you want to show used time The Transaction Detail report will show Used absence code You may either drag an absence code to the calendar or manually enter the used time through the Transaction Editor 5 Amount in Days or Hours Enter the amount of time to be earned or deducted Note Do not add a minus sign to this field if you re deducting time Selecting a loss or used time option from above will automatically deduct the amount of time 6 Transaction Notes Enter any comments related to this transaction 7 Click Save to keep this transaction or click Cancel to delete it Editing Transactions To edit any transactions follow these steps 1
19. Totals Shows total number of employees after Location and or Departments with a grand total at the end of the report Location and or Department must be selected for this option to be enabled With both Location and Department unselected the report will group by Last Name in alphabetically order Export Options Disable Headers on Export When saving a report from the preview screen you are given the option to save in different formats such as txt csv and xls With this option checked this saves the file without headers so that the data can be manipulated more easily without the headers throwing the rows and columns out of place Display Options Show Social Security Number on Report This allows you the option of displaying the SSN on reports that include this data field Alert for Version 1 MyBiz Users Options for selecting only Active Inactive or Terminated employees no longer appear within the report options pane However if you do need to sort by employment status you can do so through the Sorting Filter Page under the View menu 60 Employee Detail Report The Employee Detail Report shows pertinent employee information including accrual plan assignments balances initial balances and notes from the Employee Detail screen Use this report when you need a quick overview of an employee s balances Employee Summary Report The Employee Summary Report shows an employee s date of hire title status and work status Use th
20. accruals for me automatically I want to enter my time manually for each of my employees Is there anything I need to set up Most of our customers who want to enter their own earned time manually also want to zero out at the end of the year so that their balances start fresh You can set up a Time Off Plan that doesn t give time so that you can enter your time in manually and will zero out your balances each year on December 31 This way your employee balances start fresh each year Or you can do a manual offsetting adjustment through the transaction editor to zero out your own balances each year See Chapter 4 Transaction Editor for more information What is an accrual An accrual is simply an accumulation of time units MyBiz Attendance can accumulate earnings and deductions to an employee s balance of paid time off based on a Time Off Plans that you input into the program 49 What is Time Off Plan A Time Off Plans is a set of rules for the program to follow when accumulating or deducting time units from your employees balances This is based on your company policy for time off For example you can set up a Time Off Plans that will give 40 hours vacation time on January 1 for employees with less than five years 80 hours vacation time for employees with less than 10 years and allow only a certain amount of carryover each year What are transactions Transactions affect employee balances They are like checkbook entrie
21. are completed follow these steps to set up access to specific program features 1 Click on the Attendance Tab from User Security Details 2 Select what type of features users will have access to by clicking in the Feature Access Rights 3 block Clicking on the arrow will allow you to select from the following No Access This gives no access to the selected feature Read Only This allows the user to view the section but he or she cannot make changes Read Write This allows the user to view add and edit no deleting allowed Read Write Delete This allows the user full editing rights to the feature Click Save Program Features Attendance Absence Category Maintenance Allows user to create and edit Absence Categories and assign Time Off Plans See Absence Category Maintenance page 17 Absence Code Maintenance Allows user to view and edit Absence Codes See Absence Code Maintenance page 18 Absence Notes Allows user to view edit and print absence notes See Notes page 43 Calendar Gives the user access to the calendar screen and to add or edit employee absences See Calendar Screen page 34 Category Assignments Allows user to view and edit Time Off Plan Assignments See Category Assignments page 20 Holiday Maintenance Allows user to add delete and edit Holidays See Holidays page 17 Modify Initial Balances Allows user to add delete and edit Initial Balances See Ini
22. backup Back Up after you make changes to your employee records It is recommended that you back up your database after making any significant changes to the records For example any time you enter several employees or input many changes to absence information would be a good time to back up Rotate backups and store backup copies off site good backup routine is to have at least three sets of backups covering different days of the week This practice is called rotation and reduces your risk of data loss It also is a good practice to always keep one copy off site in case of a fire or flood Consult your system administrator for your company policy regarding data storage A Restore is when you recover from a backup There are three different uses for the restore feature 1 To overwrite the current data with archived data 2 To recover from a hardware crash 3 To move information onto a new computer Please keep in mind that when you restore data that your information will only be as current as the backup from which you are restoring Creating a manual backup To create a manual backup follow these steps 1 Open MyBiz Attendance 2 Go to File Maintenance 3 Click Backup Database 4 Click Yes to the message Do you want to perform a sweep after the back up completes Note Sweep is a maintenance feature that keeps the database working at peak performance 67 MS Attendance gt Backup and Restore
23. balance Carry over excess time Zero balance from prior year Pro rate earnings from partial months amp partial years Pro rate No Time earned in Days Earning Levels Days Annual Max Annual Max Balance Per Yr Earned Carry Allowed Up To Explaining the Earning Levels The From and Up To blocks must be entered in Months The keywords are Up To Level 1 defined above shows From 0 months up to 12 months not through or beyond 12 months Level 2 shows From 12 months up to 60 months Again it s only up to the 60th month and not through or beyond The Days Per Year block allows you to enter how much time an employee will receive per year An employee with three years will earn 10 days given on his or her anniversary date An employee with three years or 36 months will fall between row 2 above 12 60 months When that employee reaches five years or 60 months he or she will automatically switch over to the next row 3 and earn 15 days per year Once you have set up your Time Off Plans follow these steps to complete setting up 1 Assign the Time Off Plans to your employees See Chapter 4 Adding New Employees page 33 2 Enter initial balances for all employees from a specific start date See Chapter 4 Transaction Editor page 37 For example if you wanted to start accruing from January 1 2003 from within the Category Assignments screen you would enter the starting balance for each employee
24. object type such as a Microsoft Word document PDF file or Excel spreadsheet Normally this will be the option you will use for every day use If you do not select the Link or Display as Icon option then the object type will be inserted into the Comments field In other words you will see the text as you would see the text on a Word Document within the Comments field Double clicking on this text in the Comments block will bring up Microsoft Word so that you may edit the document We recommend selecting the Display as Icon option when inserting an object This inserts the object type within the Comments field however it shows as an icon When you double click on the icon it brings up the object within the program that created it The Link and Display as Icon options will perform the following depending on your selections dud e Link as Icon Results Inserts the contents of the file as an object into your document so that you may activate it using the program which created it Inserts a picture of the file contents into your document The picture will be linked to the file so that changes to the file will be reflected in your document Inserts the contents of the file as an object into your document so that you may activate it using the program that created it It will be displayed as an icon X X Inserts a shortcut that represents the file The shortcut will be linked to the file so that changes to the file will b
25. of day or hours see Global Preferences page 12 An initial balance also may be where an employee receives a certain amount of vacation sick or personal days when he or she is hired Entering Initial Balances To enter an initial balance follow these steps 1 From Category Assignments click on the Initial Balance Earned block on the row of the selected category such as the Vacation row N Enter the amount of time in hours or days depending on your setting in the Global Preferences Note When entering a negative balance to the Initial Used block do not add the minus sign to the amount This column is automatically negative Qo Click in the Initial Date block and click on the drop down arrow P Select the date of the initial balance Click Save Printing Reports There are two ways to print employee information 1 from a selected feature print icon and 2 from the Reports menu either from the pull down menu at the top or the Reports feature on the left Printing from a feature Each feature such as Employee Detail Category Assignments Calendar Year in Review etc has 35 a Printer icon that allows you to print the report associated with that feature For example to print the Employee Detail report from the Employee Detail Feature you would select an employee and click on the Printer icon You do not need to click in the checkbox if you re going to print only a single employee To print the repor
26. reports MyBiz Attendance supports bmp file formats not to exceed 200x200 in size Enter the directory where the bitmap file is stored or use Browse to locate it Editing Company Information 1 Click Edit 2 Enter information as needed 3 To add a company logo click Assign New Logo Navigate to where the directory path is and click on the bitmap logo then click Open 4 Click Save General Settings Tab Epoch Setting We strongly recommend keeping the default setting This setting will allow the program to appropriately interpret any two digit year entered that is between 1920 and 2019 For example with the default Epoch setting of 1920 If you enter a date such as in the Hire Date field of 03 05 78 the program will interpret this as 03 05 1978 If you enter a date of 03 05 01 within the program it will be interpreted as 03 05 2001 Note If you need to enter a year prior to 1920 or after 2019 in a date field within the program you may enter the year as a four digit number Default Hours in a Day These are the default hours that will be assigned when creating a new employee The day hours on the Employee Detail screen will be filled in automatically with these default hours when a new employee is created National ID Number Format Label Selecting one of these options will allow you to set the mask for the National ID Number Format The default mask is set to the USA SSN format With this selected whenever you e
27. see a green title bar The Employee Select Column The Employee Select Column allows you to select or find employees quickly and easily as well as select multiple employees for printing reports Browse mode allows you to perform an incremental search for an employee move columns and sort quickly An incremental search allows you to enter the first couple of letters of the employees last name and will go to the first employee which matches those letters and as you enter more letters the search will become more defined For example if you enter the letter in the Search field the employee list will select the first employee name which starts with the letter A If you enter the letter d so that now you have Ad it will bring up the first employee name which starts with Ad such as Adams You may move columns according to your preferences To move a column click and drag the title to the left or right Double arrows pointing inward will show you where you will drop the title if you release the mouse button 30 Sorting fields is just as easy Just click on the title of the column you want to sort For example if you wanted to sort by first name you would click on the First Name title You can also set multiple sorts by holding the CTRL key and clicking on fields the sort priority will be displayed above the field names TreeView mode allows you to find or select employees by location and department For example if
28. settings Close Exits the Chart screen Help Brings up Help pertaining to this screen Chart Type Gives you the choice of viewing as a Pie Bar Graph Line or Point Chart Color assignments This allows you to set the colors of a specific data set Display Toggles the Legend data box next to the chart Parameters data at the bottom of the chart and Ignore Zeros any data on the chart with zeros Label Display Toggles the Label only months Value only see Value Display or Label and Value Value Display Toggles the value as a number count percentage or Percentage Of shows as percentage of total count 3D Control This allows you to view the depth of 3D by moving the arrows Rotation Rotates the chart in the desired direction Explode Biggest Moves the largest piece away from the pie Absences by Type Chart The Absences by Type Interface allows you to select by Absence Date Range Location and Department Comparison Chart Follow the steps here to print a chart 1 Click Reports from the MenuBar or Feature Column and select Charts then select the Chart you wish to use 2 Select the Options you want 3 Click Run Graph The chart control window will appear 4 The selections here will affect the chart as it is shown on screen Select the options you want and click the Preview icon to see how the chart will appear 5 From the Preview screen click the Printer icon to print the char
29. the last accrual date is December 31 and today s date is January 15 the program will normally accrue from January 1 one day after the last accrual date through January 15 With this option selected you may accrue through any date that is after December 31 not just through January 15 Report Group Settings Once an accrual is run you will have the option to preview the accrued time This allows you to make sure your time given is working correctly before posting On the preview you may sort by location and department to view the Accrual Summary report Export Option Disable Headers on Export On the preview this option is the disk icon on the menu bar It allows you to save the report export in one of the following formats pictures are not exported TXT Comma Separated Excel Rich Text Format and WMF See Reports page 75 for more information Remove Transactions get to this screen go to Settings Maintenance then Remove Transactions This screen allows you to remove unwanted transactions and reset the last accrual date so that you may start accruing from a specific date This is also suggested if you ve just entered your employees and already set up your Time Off Planss and you want to accrue from Jan 1 of the current year or any other date Removing Unwanted Transactions Remove Transactions Run Process Help Begin Date v End Date Remove Transaction records o
30. two different formats that you may use Tab Delimited and Fixed Length For a tab delimited format you may use any program that allows you to save tab delimited files Excel and Access are two good examples and the easiest formats When entering your information into a spreadsheet such as in Excel you will need to follow the order of the field names according to the Field Layout page For example the columns should have SSN first then Last Name First Name etc Also you will need to leave a blank column for any fields that you will leave blank For example following the format on the Field Layout page we create a tab delimited file with the fields SSN Last Name First Name blank column for Middle Initial field Location Department Date of Hire Full Part Time blank column for Title field blank column for Employee Code field and Active Status All of the fields in bold are required We would still need to have a blank column for MI Title and Employee Code in the order of the fields For a fixed length format you may use the DOS Editor or any other editor that shows you the field length The lengths of each field must correspond to the length column under the Field Layout page We recommend using the tab delimited format 85 The following is the field layout for importing text files into MyBiz Attendance Fields shown in bold type are required and all import text files must include them Field Name Length Format if fix
31. while keeping them assigned to the main Time Off Plans After their first year they will begin to accrue normally Manually Entering Time There are a couple of items to set up even if you will be entering all of your time manually Most users who enter their time manually still want the program to zero out the balances at the end of the year or even on the anniversary date All employees need to be set up on three Time Off Plans even if you carry over the balances each year 56 Setting Up A Time Off Plans To Zero Out Balances In order to accomplish this you will need to set up an accrual table to handle this The following steps assume that you have already entered your employees However the accrual table can be set up at any time 1 SAN NAW Click on Settings from the main menu then click Time Off Plans Maintenance 2 Click New 3 4 The following selections should made Enter a Time Off Plans name such as Jan 1 Zero Out Method time of service B Select the benefit year Select on the first Calendar if you want to zero out on January 1 or Hire Date if you zero out on the anniversary date Select how often to accrue Select yearly Once per year Select what to do with prior year balance Select Zero balance from prior year Leave all other default settings and click Save Click on the Category Assignments Tab Click in the white box next to Vacation and select the name of t
32. you were looking for employees who are under the Ft Lauderdale location Merchandising department TreeView mode could show you at a glance Tip In TreeView by default all locations and departments are unchecked A quick way to select just one department is to click on the name of the department This will select all employees under that department Likewise in Browse mode you can select or deselect all employees by clicking on the red checkmark at the top left Selected Feature Pane The Feature Pane is where the selected feature of the program will be displayed Note Columns can be resized To resize a column move your cursor to the left or right edge of the column until your cursor turns into a double arrow pointing left and right click and drag your left mouse button to the desired width and release The Employee Select Column can also be hidden and unhidden by clicking on the minus or plus sign in the top right corner Recent Features Pane This is a list of the most recently used features Clicking on a feature from this list will bring it up in the Feature Screen It s a quick way to get back to a previous screen Elements Of The Calendar Screen You ll likely use this screen more than any other because it s where you enter absences and notes an overview Absence Codes List To place an absence you ll first select one of these codes then select a tool for placing the code on the calendar for the selected employ
33. 03 When you run an accrual either manually or automatically the program will start accruing from this date The end date is not important but it is required You may have any end date that is equal to or after the begin date Note Before running the accruals make sure your Time Off Plans are set up 48 Chapter 6 Time Off Plans MyBiz Attendance helps you manage your attendance with your Time Off Plans Based on your company time off policy you can define how often employees will earn time off how they can carry over their balances from year to year and how much they will earn based on length of service Explaining Accruals When an accrual is run in the MyBiz Attendance program it calculates employee absences from the last accrual date up to the current date or your computer s date The time calculates according to the settings in your Time Off Plans The accruals can run as often as once per day For example if you ran your last accrual on March 15 2003 your last accrual date and if you ran your next accrual on March 30 2003 the program would check the Time Off Plans that each employee is assigned to and accrue time for employees who are supposed to receive time between those dates So if your employees were supposed to receive vacation days on the anniversary of their hire dates they would receive these days The program runs accruals manually or automatically Frequently Asked Questions I don t want the program to run
34. 3 Security Options Overview Due to the confidential nature of information stored in MyBiz Attendance security is always turned on This will help prevent unauthorized staff members from accessing critical employee data The use of security is required Setting up access to MyBiz Attendance and any other G Neil programs you have should be the second thing you do The first thing is set up locations and departments You may set up access for managers to view only their departments and or view specific employees from other departments You also may set up employees to have read only access to their records Program Access The program is set up with a default Login Admin and Password Admin We strongly recommend changing the password for the Admin Login and set up other logins as necessary Setting up security is necessary to allow others to use the program It is recommended that you do not give out the login and password to the Admin login but instead set up other user logins to access only those features that they will need The Detail Tab is the first screen that comes up when going into User Security You ll need to set up access to the common features and the specific program features Common Features Features under the User Security Detail Tab are shared among MyBiz Attendance Records and Time Clock For instance Locations and Departments are common to all three programs as are Global Settings Even if you only have one of the listed p
35. 930 0508 1995 01271990 0200811993 12171992 0512411993 1172971999 02 14 1994 051271994 02129 1994 05 14 1992 02007 1994 myi Attendance gt Neil Appendix A Absence Detail Report Neil Sample Company Absence Detail Report Emphyce Abscnos sic Days Fort Lauderdale Tem Yummy 10 Parmi Merchandising Adame H Haliday 01 01 2001 B feccide n On Duy 01 01 2001 V Vacation 01 01 2001 V Vacation 0100202001 cari 2001 0320 2001 V Vacation 03 21 2001 H Haliday 08 22 2001 H Haliday 0900002001 Haliday 1102202001 0900802002 Vacation 09 00 2002 P Persa Day 01 01 2002 P Persa Day 0140202002 P Pera nal Day 010002002 Absence Tots Absence Notes Report 2Neil Sample Company Absence Notes Xem Sumay 101 Um ploycc Abnos Ost Fert Lauderdale Merchandising Adams Neil 02 2009 War au vct 02040202 came butdidn feel well adto kae Total for this employcc 2 Count in Department Merchandising 1 Count in Location Fort Lauderda ke 1 New York Sales Austin Billy 02172009 gue camp day ar waiting Total for this cmployec 1 Count in Department Sales 1 Count in Location New York 1 Tots Count 2 Emp Farga refute Fu Pal Toup From O10 2008 Ivan 03
36. Deparment Merchand sing Count n Fort Lauderda e Miami hurar Resources sandy Ed S lon43XE8 2006 1930 Daa Eny Falk Time R mars xen 244 36 39 126 5141999 D Falk Count n De parime nt Human Resources 2 Marketing lb Tracy 03 1 443210 1231932 anw FulFTime Count n De parume nt Markeung Employee Balance Report Neil Sample Company Employee Balance Report Employee SSN Hire Ost Fort Lauderdale Merchandising Adams Neil 111 110111 0217197 Absence Category Used Balsnce dan Zera Ou C2 endar Ze 307143 107142 20 0000 Sick Full Time Sict Cokendar 229 20000 00000 80000 Peral Full Time Pe manal Ca kadar 0000 30000 20000 Flynn Emme 654 983 777 05091995 Absence Category Plin Used Balsnce Custom Dates Pani Bith Calendar 00000 2158876 Sick Jan Zera Ou Calendar Ze 200000 00000 20 0000 Penanal Full Time Pe anal Calendar 04166 00000 29166 Gorham Bridget 0110211990 Abecno Cago Plan Cared Used Balance Custom Dates Calendar 07891 00000 20 7891 Sick Full Time Sick Calendar Zea 20000 00000 20000 Full Time Pe sanal kadar 04166 00000 23166 Count in Depsriment Merchandising Count in Location Fort Lsuderda Tem 77 Employee Anniversary Report SNeil Em ploycc Bri
37. ENDANCE RECORDS TO BE SOLD OR DISTRIBUTED OUTSIDE OF YOUR COMPANY PURCHASERS WHO HAVE PAID FOR A LICENSE MAY INSTALL AND USE THE SOFTWARE PRODUCT ON A SINGLE COMPUTER FOR EACH ADDITIONAL INSTALLATION AN ADDITIONAL LICENSE IS REQUIRED YOUR RIGHT TO USE OR INSTALL THE SOFTWARE PRODUCT AUTOMATICALLY TERMINATES UPON FAILURE TO COMPLY WITH ANY PROVISION OF THIS SLA VIOLATION OF ANY TERM OF THIS SLA OR UPON YOUR DESTRUCTION OF ALL COPIES OF THE SOFTWARE PRODUCT IN ANY OF THE FOREGOING CIRCUMSTANCES YOU MUST REMOVE THE SOFTWARE PRODUCT FROM YOUR COMPUTER S HARD DRIVE APPLICATION SERVER OR OTHER MASS DATA STORAGE DEVICES AND CEASE USE OF THE PRODUCT THE LICENSE IS DEEMED ACCEPTED AND DELIVERED IN THE STATE OF FLORIDA AND SHALL BE CONSTRUED INTERPRETED AND GOVERNED BY THE LAWS OF THE STATE OF FLORIDA WITHOUT REGARD OR EFFECT GIVEN TO ITS OR ANY OTHER JURISDICTION S CHOICE OF LAW JURISPRUDENCE G NEIL WARRANTS THE SOFTWARE PRODUCT WILL OPERATE IN ACCORDANCE WITH ITS PUBLISHED SPECIFICATIONS FOR A PERIOD OF NINETY 90 DAYS FOLLOWING THE DATE OF PURCHASE IN THE EVENT THE SOFTWARE PRODUCT FAILS TO OPERATE IN ACCORDANCE WITH THE PUBLISHED SPECIFICATIONS DURING THAT PERIOD YOU MAY RETURN IT TO G NEIL G NEIL WILL AT ITS OPTION REPAIR OR REPLACE THE DEFECTIVE PROGRAM OR REFUND THE PURCHASE PRICE THIS IS YOUR SOLE AND EXCLUSIVE REMEDY G NEIL SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WAR
38. Hours Report e p reete ie SOR cd 63 Planner Report bette heeds es EET 63 Transaction Detail Report 2 44 60 14 Ree RERO EE dur RR e eda 64 Year In Review Report sectis ue tabu REV XA DCN UB REN SER E Rd 64 Adjustments Report caruisse e aan abd ch act dresse Yap Pur ex ruis 64 Reminders Report euse ocean eoe dr deem pup ede Re TE dace 64 er LET 65 Absences by Type Chart tact doe cu does Rad 65 Location and Department Comparison Chart eA 65 Table Listings epo abe dele 66 myBi Attendance gt Chapter 8 Back Up and Restore 67 OVEIVIEW PEUT 67 Creating Manual Backup es ssec oe RE Rer ERR KE UR EY bees 67 Restoring from a Backup ies Ce ex RR EE CETUR QURE UBI Ce E pa 68 Chapter 9 Help sooo Rp Dp eR re vete gus 69 Before Contacting Technical Support eccess coii eroe a a a E DE a a a 70 Contact Technical SUpport nepen sorot e EE EA EEE ER Ee Meer Rte a 70 Chapter 10 Import and Export 71 Features va CREW RE RS re e RH ei eI ERA d Ege 71 Required EE 72 lpor ng RI ES Eq Pam Sy e 72 EXpOrting PPP 73 App
39. I remove them 51 What if I want to turn off the accrual request that appears each day when I enter the program 51 What is a Time Off Plan 50 What is an accrual 49 Will my company policy fit into a Time Off Plans 50 From Month 53 92 Mi Attendance Neil G Getting Started 11 Checklist 11 Global Preferences 12 Accrual Schedule Settings 15 Attendance Tab 15 Company Information Tab 13 Company Logo 13 Editing Company 13 Report Options Tab 14 H Hire date 52 Holidays 17 Adding Holidays 17 Hours 53 Incorrect Balances 56 Initial Balances 35 Installation 9 L Level 54 Locations and Departments Setting up Locations and Departments 12 M Managing Employee Records 27 Manual Accrual 46 Manual and Automatic Accruals 45 Manually Entering Time 56 Monthly 52 Index 93 MS Attendance gt On First Calendar 52 Open Reminders 41 P Time Off Plans 49 Planner 39 Program Features Attendance 23 Pro rate earnings for partial months amp partial years 52 R Recording Absences 33 Reminders 39 Removing unwanted transactions 47 Resetting the Last Accrual date 48 S Security Options 21 Select How Often to Accrue 52 Select the Benefit Year 52 Select what to do with prior year balance 52 Setting a Reminder 40 Setting Up a Time Off Plans 53 T Technical Support 70 Time earned 53 Time of Service 52 Transaction Editor 37
40. MyBi2 Attendance Easy employee absence tracking for small business Neil 92003 G Neil MyBiz Attendance Program and User Manual SOFTWARE LICENSE AGREEMENT IMPORTANT READ CAREFULLY THIS SOFTWARE LICENSE AGREEMENT SLA IS A LEGAL AGREEMENT BETWEEN YOU EITHER AN INDIVIDUAL OR A SINGLE ENTITY AND G NEIL CORPORATION G NEIL FOR THE SOFTWARE PRODUCT FOUND IN THIS PACKAGE WHICH MAY INCLUDE ASSOCIATED MEDIA AND PRINTED MATERIALS SOFTWARE PRODUCT BY INSTALLING COPYING OR OTHERWISE USING THE SOFTWARE PRODUCT YOU AGREE TO BE BOUND BY THE TERMS OF THE SLA IF YOU DO NOT AGREE TO THE TERMS OF THIS SLA DO NOT INSTALL OR USE THE SOFTWARE PRODUCT YOU MAY HOWEVER RETURN IT TO G NEIL FOR A FULL REFUND SOFTWARE PRODUCT LICENSE THE SOFTWARE PRODUCT IS LICENSED NOT SOLD G NEIL RETAINS FULL OWNERSHIP RIGHTS TO THE SOFTWARE PRODUCT G NEIL UPON YOUR PAYMENT OF THE APPLICABLE FEES GRANTS TO YOU A NONEXCLUSIVE LICENSE SUBJECT TO THE FOLLOWING CONDITIONS THE SOFTWARE PRODUCT MAY NOT BE EXPORTED DISTRIBUTED RENTED LEASED SUBLICENSED OR USED ON A SERVICE BUREAU BULLETIN BOARD OR AT ANY TIME SHARING SYSTEM IT MAY NOT BE COPIED ALTERED MODIFIED TRANSLATED OR USED TO CREATE A DERIVATIVE WORK YOU MAY NOT REVERSE ENGINEER DECOMPILE OR DISASSEMBLE THE SOFTWARE PRODUCT YOU MAY USE THE SOFTWARE PRODUCT FOR YOUR INDIVIDUAL USE OR FOR USE WITHIN YOUR COMPANY BUT YOU MAY NOT USE THE SOFTWARE PRODUCT TO PRODUCE ATT
41. RANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE USE AND INSTALLATION OF THE SOFTWARE PRODUCT DEFECTS IN PRODUCT MEDIA AND THE PROGRAM AS WELL AS THE SOFTWARE PRODUCT S INTERACTION AND COMPATIBILITY WITH OTHER PROGRAMS SYSTEMS AND HARDWARE IN NO EVENT SHALL G NEIL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGE INCLUDING BUT NOT LIMITED TO SPECIAL INCIDENTAL CONSEQUENTIAL OR OTHER DAMAGES EVEN IF G NEIL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES THE SOLE AND EXCLUSIVE REMEDY AVAILABLE TO PURCHASERS LICENSEES UNDER THIS AGREEMENT IS LIMITED TO REPLACEMENT REFUND OF SALES PRICE OR FULL CREDIT FAILURE TO COMPLY WITH THE TERMS OF THIS SOFTWARE LICENSING AGREEMENT IS STRICTLY PROHIBITED AND MAY VIOLATE COPYRIGHT LAW MyBiz is a trademark of G Neil Corporation Microsoft Windows and Internet Explorer are registered trademarks of Microsoft Corporation Entire work G Neil 2003 All Rights Reserved We welcome your suggestions and comments Contact us at G Neil 720 International Parkway Sunrise FL 33325 Tel 800 999 9111 Fax 954 846 8551 Customer Service e mail tcs gneil com Technical Support Tel 954 845 9664 or www gneiltechsupport com Shop Online at www gneil com Mi Attendance gt Neil Table of Contents Chapter 1 Welcome 7 How Use ThissGuid RR ERI 8 Unlocking the Dem
42. This would be what each employee would have as of December 31 2002 one day BEFORE you want the program to take over The program needs to have accurate starting balances for each employee 3 When an accrual is run the program will pick up where starting balances left off and accrue according to how the Time Off Plans are set up 54 This table is provided as an aid to help you convert days weeks per year to the monthly amount in hours Note This table assumes an eight hour workday and five day workweek Weeks Per Days Per Hours Per Hours Per Year Year Year Month IN em 55 Accrual Formula for Hourly Rates Number of hours per day multiplied by number of days total earned divided by 12 months This total is the amount that is earned per month rounded to three decimal places Example 8 x 5 40 hours 12 3 333 Number of hours per day 8 multiplied by number of days earned 5 40 40 divided by 12 months 3 3333 round to the fourth decimal place Incorrect Balances Where are they coming from Balances may be incorrect for a number of reasons The most likely reason is that the Time Off Plans are not set up correctly Here are some things to know and to check if your balances are incorrect and aren t sure why A good report to check is the Transaction Detail report This will show each transaction of absences and tim
43. Title Department Name Department Title Location Department Name Location Department Title Note bullet next to the sort order designates the current sort Moving and Resizing Columns in the Scheduler 42 Moving Columns Moving a column allows you to view data more easily To do so simply click and drag the Title column heading left or right An arrow displays where the column will be dropped Resizing Columns Sometimes you may not be able to see all of the data in a column because another column is overlapping To move the column move your mouse pointer directly between two columns until you get the resize icon two arrows pointing in opposite directions Then click and drag with your left mouse button to the left or right Chapter 5 Attendance Operations MyBiz Attendance File View Settings Report Help The Calendar Pane The Calendar Pane select Calendar from the ee lo Search by Last Name Di2Dsy f Select Today Show Absences mployee Detai Features Column list allows you to log Sorted byl Kelly W Clifton oat pee 1 absences and work time on the calendar Alston stn mo Austin Billy facation view employee totals log notes onto specific xum 8 e Atcon Only days and search for employees in a quick ru ve Presentar fici s I efficient manne
44. Vacation Sick Personal along with the default Time Off Plans that were set up in the Absence Category Maintenance see Chapter 2 Absence Category Maintenance page 17 34 2 To assign or change a Time Off Plan click in the block across from the Absence Category you would like to assign For example double click in the Assigned Accrue Plan block across from Vacation this will bring up a drop down list 3 Choose the Time Off Plan to associate with the Absence Category For example choose the Full Time Vacation plan This is the plan that will be associated with the category Vacation Whenever an accrual is run the accrued time as set up in the Full Time Vacation plan will be put into the Vacation block on the employee s Calendar screen 4 Click Save Note All Absence Categories must have a Time Off Plan assigned If there is an absence category that a specific employee will not accrue on you will need to assign the None option to it For example if you have a part time employee who does not accrue any sick or personal time you would assign the None Time Off Plan to the Sick and Personal categories Initial Balances An Initial Balance is a starting balance for an employee and should only be entered once For example an employee is transferred from another location and has five vacation days left You may enter his initial balance of five days or 40 hours depending on your program display settings
45. What if I ran the accruals by accident I remove them 51 Is there a limit to the number of Time Off Plans 00 0 eee 51 Is there a limit to the number of absence categories Such as Vacation Sick Personal PTO Birthday Comp Time 51 I entered a new employee then ran an accrual and posted the time but my new employee didn t earn time Why 0 ee 51 Timer OF Plans EDU 51 Setting Upa Time Off Plan oe xc edi RE RR RON ore iR 53 Incorrect Balances Where are they coming from 1 1 56 Setting Up a Time Off Plan to Zero Out Balances 57 Chapter 7 Reports 1 e 59 List of Reports bo Ge be gu ee ed dat 59 Report Options Gaus Er VE haat Rupe V CR e ebd DERE REDE UR eee Rn 60 Employee Detail Report ceres hee DIR aay 61 Employee Summary Report 2 aa etr Bandes aee Pa Re 61 Employee Balance Report e chee MP ER SG EDU 61 Employee Anniversary Report 61 Perfect Attendance Report ewes EE RENT RES 61 Absence Detail Report 5 rer accus x reis Rd 62 Absence Notes Report RECIEN UR A Edi 62 Group Absence By Type Report e beris ben UB REO ERES hha eid 62 Worked
46. am opened to the Login Password screen The representative you contact will walk you through steps to get you back into the program 5 Security Options MS Attendance gt 26 Chapter 4 Managing Employee Records Overview This chapter will help you become acquainted with the program layout and how to enter employee information Throughout this chapter there are examples of different program screens You may wish to view the sample database to get a better picture of how employee records look once they re entered See Chapter 9 Sample Database Make sure you have gathered the following information for each employee before attempting to enter employee records Social Security Number Name First Middle Last Employee identification number Date of hire Job title The number of hours the employee works in a normal day Location Department Full or part time Active inactive or terminated status Company time off policy Vacation Sick Personal etc Required fields Using MyBiz Attendance MyBiz Attendance is now easier to navigate than ever before Even better if you have other MyBiz software installed such as MyBiz Records and Time Clock you have access to all programs and features from one convenient interface 27 The main parts of MyBiz Attendance are the Menu Bar Program Bar Feature Column Employee Select Column Selected Feature Pane and the Recent Features Pane my MyBiz Attenda
47. and an accrual was run on January 15 the program will accrue time for anybody that needed to be accrued within those dates from January 1 through January 15 January 15 will now become the last accrual date The next time an accrual is run it will accrue from January 16 through today s date Cancel Run This aborts the run Preview This shows a print preview of accrued time Post Accruals This posts the accrued time from the run to employee records Exit This closes the screen Note If accrued time has not been posted then clicking on Exit will also cancel the accrual run Accrual last performed on mm dd yyyy This is the last accrual date This denotes the last time an accrual whether manual or automatic was run The next accrual will run from one day after the last accrual date to today s date Advanced Options 46 Accrue Thru Date This is an advanced feature and normally you will only want to accrue through today s date This feature will allow you to accrue up to any date as long as it s after the last accrual date The Enter Custom Date option under Accrue Through Date Options must be selected for this option to be available Accrue Through Today This is the default that the program is set to and will accrue from the last accrual date through today s date Enter Custom Date This option allows you to select any date to accrue through as long as it s after the last accrual date For example if
48. and click on Preview This will show you years of service and the date of an employee s anniversary along with his or her name and title Perfect Attendance Report The Perfect Attendance Report shows employees who do not have absences that count against perfect attendance Use this report to quickly spot employees who have good attendance 61 Additional Options for this report Attendance Date allows you to select a beginning and ending date to view employees who don t have absences that count against perfect attendance see Count Against Perfect Attendance under Absence Code Maintenance Absence Detail Report The Absence Detail Report shows employee absences Use this report to quickly spot absence abuses or trends Additional Options for this report Attendance Date allows you to select absence dates you want to view Report Only Selected Absence Code s When selected this allows you to select multiple absences by holding down the Ctrl key and clicking on an absence Holding down the ENS Shift key and using the arrow keys on TEE Tx J V Vacation X your keyboard allow you to select multiple absences consecutively Note When selecting multiple absence codes make sure you have one of these symbols next to it or gt These designate selected absences to print The second symbol arrow with a dot designates which row your cursor is on A filled in arrow gt designates only which row your cursor is on not th
49. and resolve reminders If you have created a reminder it will show up when you first open the program starting on the reminder date Reminders will continue to display until you click Resolve Reminders Tool Bar And Pane Layout Tool Bar First Prior Next Last arrows Navigates through selected reminders New Creates a new reminder Edit Allows you to make changes to a reminder Save Saves reminder Cancel Cancels current changes Delete Deletes selected reminder Print Lets you print the Reminders report for selected employees Help Brings up help for this screen Pane Layout MyBiz Attendance View Settings Report Help FL Employee Select 2 Browse TreeView 4 on D Categoy Assignments Search by Last Name Fist Por Net lato New Delete Help Employee Name EE Deer 8 5 Resolved Reminders a gt P Sorted byt 010003 s FirstName 08711 2003 Give Comp Time Adams 12 16 2003 Anniversary 12 7 2008 Austin Dawson M Handy Kal Makowski MeCala McDonald Peck Richards Woodward Year In Review Through 1273172003 From 0770172003 gt Bridget Gotham Global Kelly Matthew Karl Supervisor Supervisor F Show Resolved F Show Untesolved Employee Randy L Klein tire D
50. at the absence is selected mployee Recognition Religious Holiday Suspension Training Seminar Absence Notes Report The Absence Notes Report shows notes for absences according to the Attendance Date range Use this report when you want to view only absences for a particular date range Additional Options for this report Attendance Date allows you to select dates to view with absence notes Note If you want to view absences and notes together see the Absence Detail report Group Absence By Type Report Gives you a calendar format to view absences This report is similar to the Absence Detail report except that this report does not show absence notes 62 Additional Options for this report Attendance Date allows you to select absences by a date range Quick Dates allow you to select a date range at the click of a button Only Show Months With Activity allows you to view only months with absences Report Only Selected Absence Code s when selected allows you to select multiple absences by holding down the Ctrl key and clicking on an absence Holding down the Shift key and using the arrow keys on your keyboard allow you to select multiple absences consecutively If unselected it will report on all absences Note When selecting multiple absence codes make sure you have one of these symbols next to it These designate selected absences to print The second symbol arrow with a dot desi
51. ate 03 01 1994 Reminder Date Date reminder should first display Title Heading of reminder Resolved Checkbox displays checked for resolved or unchecked for open unresolved Employee Name Displays name of employee that reminder is associated with User Displays name of user that reminder will display for Description The purpose of the reminder shows here Filters User Allows you to view reminders associated with specific users must have access to Reminders Assign Users under User Security Show Resolved Displays Resolved reminders only Show Unresolved Displays Unresolved open reminders only 39 Attendance gt Neil Managing Employee Records Creating A New Reminder There are two types of reminders in MyBiz One Time Reminders and Recurring Reminders One Time Reminders These are reminders that are only meant to remind you of a one time event such as filing an Absence Report at the end of the year Recurring Reminders These remind you of the following recurring events Anniversaries MyBiz Attendance Birthdays Performance Reviews and I 9 Renewals available if MyBiz Records is also installed Setting A Reminder One Time Reminder 1 Click on Reminders from the Features Column 2 Click New 3 Select check One Time Reminder 4 Enter a Title and Reminder Date Emm Tib Sage Repor Help Lu DT LI EISE Brome Tieden 2
52. ation Name Aaaama het Locstion For Lauacraake Hire Date Ache Title Programmer Department Werchanddng SSN HHHMH Absence Category Assignments Abscnec Category Pin Full Time sanal Calendar Sict Full Time Sict Calendar Jan Calendar Ze Days Earned Used Cared Used Lost Balance Over Cosmed Used Lost Balance Vacation 10740 2000 2000 000 071 102 2000 Sick fae 000 800 400 200 000 ano 2052 200 152 200 000 00 200 200 Initial Balance Values Abano Category Used Ost 142 000 01 01 2001 286 000 01 01 2001 ection 571 000 01 01 2001 Um ployce Notes This dala purpases anb Please nsei awn message here Comments can be recard m ple nales an a my indt dual em plage Click Help a nd then ns la see mare ina 76 Attendance gt Appendix A Employee Summary Report Samp e compan 8 Neil Erap oyee Summary Report Tum P Farm an m Um Hours Fort Lauderdale Merchandising Adams en Ua i WB Pragram me Falki ime Rewer 007 Un 9S Lega Falk F ime Bridget URO in 4uuse Devel Count n
53. bring the balance down to this number Max Annual Carry This allows you to set a specific maximum amount to carry over This option will only allow up to this amount to be carried over from year to year on this level Excess carryover will be deducted and shown on the transaction detail report as Loss Max Carryover Comments Not required Enter notes pertaining to the selected Time Off Plans Setting Up A Time Off Plans Note It s a good idea to have your company time off policies regarding vacation sick and personal time with you when setting up your Time Off Plans Here s an example of a Time Off Policy Say your company s vacation policy for full time employees gives two weeks to those on staff for more than one year Employees under 12 months don t receive any vacation time on this policy The company gives three weeks to employees with over five years on the job and four weeks to all other employees over 10 years Vacation time is given all at once on each employee s hire date each year Excess time left over at the end of the year is not allowed to carry over The company does not pro rate time Following along in the Time Off Plans Maintenance screen well break it down this way Accrue Plan Name Full time vacation Method Time of service 53 Select the Benefit Year and How Often to Accrue When and How often do they receive time On their hire date yearly once per year Select what to do with prior year
54. can open it as well but the formatting may not be right HTML document HTM This exports as an HTML file This allows you to open the file with a browser but the formatting may be a little off Excel spreadsheet XLS This exports as an Excel spreadsheet file It allows you to open the file with Microsoft Excel and other spreadsheet programs This is probably the best choice for exporting 75 Mi Attendance gt Appendix A RIF File rtf It exports as Rich Text Format This is another good choice for exporting especially for Microsoft Word and other word processing programs that support Rich Text Format WMF File wmf This exports as a Windows meta file This is a format used by Microsoft to transfer graphics between Windows applications Normally you would not need to export to this type of file Certain graphic programs can open this type of file 5 Load Report This opens a file Normally you will not use this 6 Close This closes the preview screen and returns to the Report Interface Screen Shots Of Reports The following are screen shots of the reports that are included with MyBiz Attendance This appendix will show you partial screen shots of each report to give you an idea of what the report will look like See Chapter 7 Reports All reports print out on letter size paper 84 x 11 Employee Detail Report Neil Sample Company Employee Detail Employee Inform
55. croll to the desired date The letters on the nm Absence screen are the absence codes that are Employee Doi on the main calendar 2 Taizas Employee Kelly w Clifton Hire Date 01 15 1990 This lets you enter notes on a specific day An asterisk on Notes calendar denotes this gt This will take you to the selected day on the calendar Employee This brings up employee browse A plus sign next to a code denotes more than one absence code on the same day V Letters on the calendar are the absence codes for specific days Year In Review Settings Tab The Settings Tab gives you several options Only Show Months with Activity Checking this option and then clicking back on the Absences tab will show only months that have absences on the calendar View Absences Assigned to This option lets you select only the desired absences 36 Sort This allows you to sort by Absence Category or Absence Code to quickly show the assigned absence category For example you may need to know that the code 5 Suspension is assigned to category None instead of category Personal Transaction Editor The Transactions Feature allows you to view employee balances in a checkbook like journal You also may enter time manually and edit existing time To access it click on the Transactions feature Adding A
56. d IE AREE DECRE AG p UE 46 Report Group Settings PRI E ENDO DUAE ESSE E SI 46 Export Options Disable Headers on Export ees 46 Remove Transactions era ter eoe cere HORE ARR 47 Removing Unwanted Transactions e 47 Resetting the Last Accrual Date selbe ERR HS Ed ARTS 48 Chapter 6 Time Off Plans 49 Explaining Acctuals Lis eR Ree ie eb ee VA ERR CE IRURE NAT Eds 49 Frequently Asked Questions dicere repe ee we WERE OPE Ue E Od esie RR eR 49 I don t want the program to run accruals for me I want to enter my time manually for each of my employees Is there anything I need to setup 49 What istan acertialt cis diy Gre atr etd UR ae ae oe UR ans 49 Whatisa Time Of Plan i Leica et ee PG RR Ge 50 What are transactions epe gere eg 50 How far back will MyBiz Attendance calculate transactions 50 How many Time Off Plans do I need to set up 1 50 Attendance gt Will my company policy fit into a Time Off Plan oo 2 50 What should I do if my balances are incorrect 1 50 What if I do not want to run accruals 1 51 What if I want to turn off the accrual request that appears each day when I enter the program 1 1 51
57. dance To begin installing MyBiz Attendance follow these steps 1 Close ALL running programs 2 Insert the MyBiz Attendance CD into the CD ROM drive of your computer Once the CD is inserted if the browser menu does not appear proceed to the next step Otherwise skip to Step 6 10 DW Click Start Run The Run dialog will appear In the dialog box type D setup exe where D is the letter of your CD ROM drive Click OK or press Enter The browser menu will appear Select Install MyBiz Attendance Once the installation procedure begins follow the on screen instructions to install the software When installation is complete the G Neil program group will be added to your Start menu and a MyBiz Attendance icon will be on your desktop Chapter 2 Getting Started Before you begin using MyBiz Attendance review the following checklist to get started quickly Also have available this information Location and department names User information managers and other users who will have access to the data Your company time off policies vacation sick personal time etc Employee data and balances employee name hire date work status full or part time active status active inactive or terminated location and department work hours and week hours Logging In For The First Time After installation open the program For first time users enter the program using Login Admin and Password Admi
58. details See Appendix A for screen shots of actual reports Printing Reports There are two ways to preview and print a report 1 You may preview and print from the individual feature by clicking on the Printer icon associated with that feature or 2 You may go to the Reports drop down menu or feature list for more sorting filtering options 59 Printing from the Reports feature 1 From the Employee Select column select which employees you want to report on you may use either the Browse mode or TreeView mode to select employees 2 From the feature list click Reports and then choose a report 3 Select options in the Feature Pane if needed and click Preview 4 Click the printer icon to print Report Options Each report has basic and additional options Basic options are options that are available for all reports Additional options are options that are available only for specific reports Basic Report Options Each report has the same Menu Grouping and Export options Report Menu Options Preview Displays the report with options to print and set up printer Print Sends the report to the selected printer Printer Setup Allows you to change the printer and printer settings Help Displays help pertaining to this screen Grouping Options Location Groups data by Location Department Groups data by Department With Location also selected the report will group by location then department Show Group
59. dget Handy Ed Pact Cat hy Waodwad Kristie Opel Stephen Adams Austin Billy Flynn Emme Or bam Wanda Ricta ds Raber Dawsan Renee Matowsti Debaah McCab Tracy Karl Mathew Tota Count 14 Perfect Attendance Report 8Neil Employcc Satin Billy Dawsan Renee Emme Garam Bridget Handy Ed Kad Mathew Matows ti Debarah Mota Ils Tracy Opel Sephen Wanda Peck Richards Ra bert Woadward Kristie Total Count 13 78 Sample Company Anniversary Report 0101209 12920032 Title In Hause Devel Daa Enty Soday Pragrammer Secdan Legal Caunsel Saks Arsacia Dispatcher rial Manager Seca Sample Company Perfect Attendance Report Title Legal Counsel In House Developer Daa Enty Soday Off ceiCke ial Manager Saks Seoway Dizmalcher Calkedar Hire Dat 0121930 020811993 02 28 1994 0007 1994 02 14 1994 0012111997 0500111990 0508 1995 0513199 05411993 051511990 05 24 1993 11 29 1999 1207 1992 Anniversary Ost 01 02 2003 0200812009 021282009 0907 2003 03412003 0312112003 0501 2003 0508 2009 0519 2003 0511412003 0511512009 05 24 2009 1112912003 127 2002 Empty ma He Farge Al duda F uli ims Pal From 0101200 02 73 Dat of Hire 050171990 05 15 1
60. e Settings Time Off Plans Maintenance Remove Transactions This allows you to remove Exit transactions before re running accruals Kelly Neil Adams Backup Database This lets you perform a database backup while running the program Import Data Imports basic employee data into the MyBiz database Export Data Exports basic employee data from the MyBiz database See Chapter 10 Import and Export 28 Import Hours Worked Import hours worked from a tab delimited file SSN Date Worked Amount of Hours Worked See Import Hours Worked on page 38 Delete Employee Deletes an employee from the Browse or Employee Detail screen Note This cannot be undone and deletes all data for the selected employee Exit MRU list Allows you to quickly select an employee by clicking on his or her name View Menu Filter Page Gives other options for sorting View Filter Page and filtering such as hiding terminated or Open Reminders inactive employees Checklist Open Reminders Brings up all open dcn reminders those not checked as resolved Checklist Displays Checklist screen that helps you set up the program Welcome Displays initial Welcome screen that pops up when you first run MyBiz Attendance Settings Menu Settings User Security User Security Global Pr efer ences Global Preferences Locations Departments LocationsiDepartments Time Off Plan Ma
61. e As you add more locations and departments you ll see that each location has ALL of the departments that you ve created However only those departments that you assign to a location will show up when assigning them on other screens You may not remove a department from a location if an employee is still assigned to that location department combination Setting Up Global Preferences access Global Preferences go to Settings Global Preferences This Global Preferences screen allows you to control your default program settings such as company info report options and specific program options If you are setting up for the first time please follow the checklist order Note Before editing any of the Global Settings you must first click the edit button 12 Ms Attendance gt Company Information Tab The Company Information screen allows Getting Started you to enter your company name address and 0020 Tow logo The company name is required as this will ss nae print out on reports Having a company logo 15 ec recommended but not required If you have e Neil one this will also print out on Reports e Company name required for report s Shen headings Address City State ZIP and Country code optional Bitmap filename for your company logo optional If you have your company logo available in a bitmap bmp file format you can have this logo appear on
62. e can t guarantee that our Time Off Plans will work with every policy but they will work with the majority You also may use Remove Transactions to enter time manually and not use the program to accrue for you if you choose Or you may use Transaction Editor in conjunction with the accruals What should I do if my balances are incorrect One of the major causes of erroneous balances is flawed Time Off Plans To help identify why your balances are incorrect see Incorrect Balances below 50 Mi Attendance gt What if I do not want to run accruals Time Off Plans Every employee must have an assigned accrual plan for each absence category your company has Remember that the absence categories are your buckets for your benefits Vacation Sick Personal PTO etc On the Category Assignments screen there cannot be any blank entries for Assigned Accrual Plan We provide the None benefit plan for this purpose See Manually Entering Time below for setting up without using the program accrue feature What if I want to turn off the accrual request that appears each day when I enter the program Click on Settings Global Preferences and then select Attendance Under Accrual Schedule remove all the check marks from each day Click Save to change the request and then Exit to close this menu What if I ran the accruals by accident Can I remove them Yes Please see Chapter 5 Remove Accruals page 47 for details Is t
63. e given This report will usually help identify where to start looking If an employee has 80 hours of vacation time within his second month of accruing the transaction will show how much was given and when When an accrual is run the program only accrues according to the Time Off Plans So if the Time Off Plans is set to accrue 40 hours on a monthly basis the employees set up on that Time Off Plans will receive 40 hours EACH month Check the Time Off Plans that the employees are on especially the employees with incorrect balances Are the entire employee balances incorrect or just one or two If all of the employee balances are incorrect make sure the Time Off Plans are correct remove the accruals and then run the accrual again If just one or two are incorrect the easiest thing to do is just make offsetting adjustments in the transactions Are new hires not receiving their time Some companies allow their newly hired employees to receive time usually after 90 days on personal or sick time But their main policy for employees over 12 months is to receive their time on January 1 of each year When you set up this type of policy you can usually set it up to accrue only on January 1 and not after the 90 days This requires the new hires to be set up on an accrual table and then switched over to the main policy Instead of creating two Time Off Plans in this case we recommend giving the new hires their time manually for the first year
64. e reflected in your document 89 90 Attendance gt Neil INDEX A Absence Category Maintenance 17 Absence Codes 18 Edit the Absence Code Description 19 Absence Details 44 Accrue Through Date Option 46 Adding a Transaction Entry 37 Adding New Employees 33 Advanced Options 46 Assign Absence or Work Time Codes 43 Assign a Time Off Plans to a category 16 Automatic Accrual 45 B Back Up 67 Calendar 31 Carry over balance from prior year 52 Category Assignments 34 Contacting Technical Support 70 D Days Defined 34 Deleting a Holiday 18 Index 91 m Attendance snet en Earning Levels 54 Editing a Holiday 18 Editing Transactions 38 Ente ring Initial Balances 35 Explaining Accruals 49 Export Options Disable Headers on Export 60 F Fiscal Date 15 Forgotten Password Feature 25 Frequently Asked Questions 49 How far back will Attendance Controller calculate transactions 50 How many Time Off Plans do I need to set up 46 I entered a new employee then ran an accrual and posted the time but my new employee didnt earn time Why 51 Is there a limit to the number of Absence Categories Such as Vacation Sick Personal PTO Birthday Comp Time 51 Is there a limit to the number of Time Off Plans 51 What are transactions 50 What if I do not want to run accruals 51 What if I ran the accruals by accident can
65. e used as defaults when assigning codes to the calendar and when generating report totals 3 Assign a Time Off Plans to an employee follow these steps this assumes you have already defined Absence Categories and Time Off Plans 4 From Category Assignments click on the Assigned Time Off Plans row This will bring up a drop down arrow 5 Click on the drop down arrow and select the appropriate Time Off Plans 6 Click Save Deleting Employees You only can delete an employee from the Browse Detail or Employee Detail To delete an employee follow these steps 1 Click on the Employee Detail Feature 2 Select the employee you want to delete 3 Click File Delete Employee 4 Click Yes to delete Warning Deletions are permanent You cannot undo this action Category Assignments After setting up your company Time Off Plan see Time Off Plans Maintenance page 53 youll need to assign the Time Off Plans s to each employee Each employee must Records EXE be assigned three Time Off Plans to the Tee Search by Last Name appropriate absence categories o Ec moa RM Sotedbyl FistName Full Time Sick Full Time Personal Here s how to assign a Time Off Plan 1 Click the Category Assignments feature Note If you are setting this zh Cy up for the first time there will be three 3 default Absence Categories shown
66. ed length format Social Security Number 11 123 45 6789 Last Name 20 up to 21 characters First Name 20 up to 21 characters Middle Initial 20 up to 20 characters Location 50 up to 25 characters or numbers Department 50 up to 25 characters or numbers Date Of Hire 10 MM DD YYYY slashes required Full Part Time 10 Full Time or Part Time only Title 30 up to 30 characters or numbers Employee Code 14 up to 14 characters or numbers Active Status A I T 10 Active or Inactive or Terminated only If you have also installed MyBiz Records your text file also can include the following fields Date of Birth 10 MM DD YYYY slashes required Address 1 30 up to 30 characters or numbers Address 2 30 up to 30 characters or numbers Home Phone 30 800 123 4567 dashes required City 30 up to 20 characters or numbers State 2 character 2 2 characters i e FL Zip Code 15 33325 1234 1234 can be omitted Salutation 5 Mr Ms Mrs Dr only Employee Security Level 16 up to 16 characters or numbers Security Clearance Date 10 MM DD YYYY slashes required Race 25 Must match a valid race on the detail tab EEO Category 25 Must match a valid category on the detail tab Sex M F 1 M or F only Driver s License Number 15 up to 15 characters or numbers I9 Renewal Date 10 MM DD YYYY slashes required Veteran Status 25 Disabled Vietnam Era Other Veteran Not Applicable only Office Phone amp Ext 30 800 123 4567 Ext 123 Fax 30
67. ed your employees in the program and assigned them to locations and departments when you expand a department you will see all the employees assigned to that location department combination You then may assign access to individual employees by clicking in the box next to the employee Note If you havent entered your employees into the program you still will be able to assign access to a location department combination just not down to the employee level You may assign access down to the employee level after you enter your employees and assign a location department to them 5 Click Save User Security Other Tabs For instructions on setting up access to any other G Neil program e g MyBiz Records and Time Clock please see User Security in the appropriate user manual 24 Forgotten Password Feature MyBiz Attendance has a Forgotten Password feature that can be used in case of forgotten or lost passwords Please follow these instructions if you lose your password Fax a statement on your company letterhead to our Technical Support Team signed by a manager or supervisor authorizing you to have a password that allows full access to the User Security within the program Example statement Name and title is authorized to have full access to the name of program Signed by Supervisor Name title and contact information Once you send the fax to 954 846 8551 call our Technical Support Team at 954 845 9664 Please have the progr
68. ee Calendar Screen Tools Full Day This sets the amount of hours taken for an absence to the normal hours in a day usually eight hours for a full time employee Normal day hours are taken from the Employee Detail screen 31 Day This sets the amount of hours Attendance y View Settings Report Help taken for an absence to X of the E PS ITIN normal day s hours usually 6 hours Teeven O tuoo Quo fits E pem Category Assignments Search by Last Name Oday Select Today Show Absences Day This sets the amount of hours ILLI B oso EB LastName FistName gun Mon Tue SEW taken for an absence to of the Dm Na EM a normal day s hours usually 4 hours verbe Damen Fer 4 Day This sets the amount of hours re E D Death in Family taken for an absence to 1 of the Monat E ien normal day s hours usually 2 hours m Total This Year Notes Year Settings Totals Since Hired ud Woodward K Layott Erase This feature allows you to E Sick 00 60 00 00 60 IN Medical delete absences from the calendar Pawel 1 20 gt Select Clicking on Select allows you to enter notes on a specific day without entering an absence Today Brings the calendar to the current day Save This saves current changes
69. endix A 1 lt 75 Report iie rer tee eher E OU HER a eR ed es 75 Screenshots OF Reports hati cd LENOX E VN d Cx bs ep 76 Employee Detail Report ses RR EP RR E RENE OR UR ES A RES 76 Employee Summary Report ene sire Re d REN 77 Employee Balance Report ere ara va dob end ERR 77 Employee Anniversary Report 78 Perfect Attendance Report iet betoi Ee LP Ee uerb eine 78 Absence Detail Report wc Lecce Ice bos Ne Manatee SEDI EN A bx 79 Absence Notes Report eee eG e ae eye e cea as 79 Group Absences by Type Report 80 Worked Hours Report on dte pv UBRO v AUR 80 lu mns e Lr 81 Transaction Detail Report qe erre eee PL ERE CN Pee 81 Year REVIEW TUUM 82 Adjustiments Report seas se ae Rodan secs ee RCRUM es 82 Appendix B Troubleshooting 83 Appendix Import Export File Format 85 Appendix D Using the Notes Comments Editor and Attachments 87 J P 91 Chapter 1 Welcome Thank you for choosing G Neil s MyBiz Attendance the easy solution f
70. ero Out Calendar Z 2300 5440 2000 000 3071 1071 000 2000 Sick Ful Tire Sick Cdendar Zero 157 74 443 400 200 157 000 443 Persona Ful Tire Personal Calendar 300 1652 200 000 500 300 000 200 Absence Code Legend A Accident On B Accident On Duty C Tire D Death in Farily E Excused F Fanily Leave G Sick H Holiday 1 tines J Jury K Laff L Late Qui Barty M Mitary N Medioa Appointments O Transportation Wi ather P Persona Cay Q Recognition R Feligous Holday S Suspension T Trairing Serrinar U Lhexcused V Vacation Transaction Detail Report Neil Sample Company Transaction Detail Al Ful ima Toup on Larah on Ou gai ment Umploycc SSN Hire Date Sistus Daily Hours Display Mode Adams 111 110111 00 21 1997 Lacatia Fat Lauderdale Depa ment Merchandising Absence Category Plin Schedule Jan ZeroOw early Y ear Zero balance anual Date Description OTIS used V Vacadon 7019 V Vacadon 100 Tie Vacadon OT 1998 V Vacadon ONO Esnea bhd Balance ONANAN used Vacadon GNA Tie wea Vacadon OUMA Time Y Vacadon OHANA V Vacadon V Vacadon OCTO 2002 Te Esnea Camel Erne 81 MySi Attendance
71. et up correctly 45 Manual Accrual A manual accrual occurs by clicking on the Run Accrual button when the Perform Accruals screen displays The Perform Accruals screen will display when the program is first opened if the Accrual Schedule is set up or you may go to File Maintenance Perform Accrual Here s how to run a manual accrual ACTUS 1 Go to File Maintenance Perform sco Accruals and click on Run Accrual Accrual last performed on 08 31 2003 Click Cancel to abort running AemeThuDae x pestis toda gt the accrual 2 Once the accruals are finished you have the option to preview which Report Gi Setti allows you to see the current Group Settings Location Department transactions that took place or post Export Options accruals which posts the transactions IV Disable Headers On Expat to the employee s records The Perform Accruals Screen allows you to run a manual accrual This will accrue time such as vacation sick or personal time for employees according to their assigned Time Off Planss Run Accrual Clicking this button runs a manual accrual The program will accrue your employee s vacation sick and personal time according to the Time Off Planss you set up See Chapter 6 Time Off Planss The program will normally run an accrual starting one day after the last accrual date through today s date For example if the last accrual date was December 31
72. ew E File Cancel you want to insert an attachment into CreatefiomFie CADesktopVFile tst 2 Right click on this field and select pem E Insert Object Display Icon 3 Select Create from File 4 Click Browse to navigate to the file B Result you want to attach and click Open Inserts the contents of the file as an object into your document so that you may activate it using 5 Select Disp lay as Icon the program which created it It will be displayed 6 Click Change Icon and change the as an icon Label if necessary to make the name more descriptive 7 Click OK then OK one more time 88 9 myBi Attendance gt Appendix 0 Insert Object Options Create New Selecting Create New allows you to insert a new object that you want to create from scratch For example selecting Create New and clicking on Microsoft Word Document for the Object Type and then clicking OK will bring up a blank Word Document for you to enter text When you close out of the Word Document it will appear in the Comments field Double clicking on the Word Document object will bring up Microsoft Word so that you may again edit the document If the Display As Icon option is checked then the Word Document or object type will appear as an icon in the Comments field Create from File Selecting Create from File will allow you to insert an existing
73. ew only months with absences Absence Categories This allows you to choose which categories you want to view Adjustments Report The Adjustments Report shows manual adjustments and notes A manual adjustment is entered through the Transaction Editor as an Adjustment Additional Options for this report From Date and Through Date allows you to select a date range for to view adjustments Reminders Report The Reminders Report shows reminders sorted by Date Name Topic or User Name Additional Options for this report Sort Options This allows you to sort by Date Name Topic or User Name Filters This allows you to filter by User Name All Users Resolved Unresolved and Global Only reminders 64 Charts Charts can help you identify absence trends in your company Using the charts you can track employee absences MyBiz Attendance has four charts to choose from Absences over Time Enables you to view and compare employee absences over a one year period Absences by Type Enables you to view and compare employee absences by type of absence Location Comparisons Enables you to view and compare employee absences by location Department Comparisons Enables you to view and compare employee absences by department Chart Options When you click on Run Graph you will have the following options Preview amp Print This shows a preview of the chart Printer Setup This allows you to change your printer
74. f type Accruals Adjustments Reset Last Accrual date Used Remove Transactions applied to these categories Last Accrual Date 08 31 2003 Remove Transactions for Active employees only AbsenceClass Include None Vacation Sick Personal These instructions will allow you to remove all accruals earned time amp losses adjustments used time or just certain categories Note Using the Transaction Utility will not remove any initial balances If you have entered initial balances you will need to remove these manually 1 Create a backup before proceeding See Chapter 8 Back Up and Restore 2 Select a Begin Date This will remove transactions starting from this date This is also the date that the last accrual date will start from if selected 3 Select an Ending Date This will remove transactions up to and including this date For example enter 01 01 03 for the beginning date and today s date for the ending date 4 Select one or more of the following 47 Accruals This removes earned and lost time but not adjustments Adjustments This removes manual adjustments adjustment to earned or used time Used This removes used time but not adjustments Reset Last Accrual Date The last accrual date is the date where the program will start accruing from This allows you to reset the last accrual date to the begin date e g accruing from 01 01 03 Rem
75. fic report mew 2 ae Croce 1 The first three icons control how the report page is previewed on the screen The first icon zooms the report to fit the whole page The second icon zooms the report to 100 of its size The third icon zooms the report to the width of the screen the normal view when previewing reports 2 The arrow buttons are the navigational buttons that allow you to go from one page to another In the bottom left of the Preview screen is the number of pages for this report 3 The first printer icon with the wrench is the Printer Setup icon This icon will allow you to change to a different printer and allows you to select a print range This is a good selection to choose if you want to print only some pages Note After selecting your print range and clicking OK you will need to click on the Printer icon to print the page The Printer icon brings up the Printer screen 4 Save Report Export This allows you to save a report in one of the following formats pictures are not exported QuickReport file QRP Normally you will not need to save it in this type of format This is the format that the Reports themselves are written in Text file TXT This exports as a text file It allows you to open the file with any word processing program Comma Separated CSV This exports as comma separated fields This allows you to open the file with any spreadsheet program Word processing programs
76. g to which days are selected Run Accruals On This allows you to select which days the Perform Accruals screen displays If Accrue Automatically is selected the program will automatically perform an accrual on those days marked Otherwise the program will display the Perform Accruals screen and you will need to select Accrue Now or Accrue Later 15 Default Hours in a Day When entering a new employee these amounts will be the default and show up in the Day Hours block on the Detail screen Setting Up Time Off Plans For details on creating Time Off Plans please read Chapter 6 which begins on page 49 If you re familiar with your company benefit plans you can create and test Time Off Plans using the MyBiz Attendance Time Off Plan Wizard located under Accrual Plan Maintenance Just click the Wizard icon at the top of the screen uL Assigning Time Off Plans To assign a Time Off Plan to a category follow these steps 1 The program comes with three default categories Vacation Sick and Personal Create other categories if needed Birthday Floating Day etc by clicking on NEW and entering a category name in the Absence Category Title block 2 Click the down arrow in the Default Time Off Plan block and select the appropriate Time Off Plan See Time Off Plans for setting up a Time Off Plans 3 Enter a Sort Order number in a two or three digit format 01 02 03 101 etc up to 200 The Sort Order is the order you w
77. gnates which row your cursor is on A filled in arrow gt designates only which row your cursor is on not that the absence is selected Worked Hours Report The Worked Hours Report shows hours worked by a selected date range The W Worked Time code must be placed on the calendar for each day worked for each employee being tracked Be careful when unselecting the Use Date Range box as this will show all dates of time worked and may take a while to show the report Additional Options for this report Use Date Range This allows you to select a date range Print Detail Clicking this off allows you to view only summary of totals Sorting This allows you to sort by Date or Employee Group Hours Worked By This allows you to group by Week Month Year or None of these As you select one of these options the Date Range changes to reflect the selection Week Starts On This allows you to select a starting day As you select one of these options the Date Range changes to reflect the selection Note Week must be selected under Group Hours Worked By for this option to be activated Planner Report The Planner Report allows you to view absences by hours in a calendar format This report is similar to the Year in Review except the Planner Report is mainly by absences Additional Options for this report From Date and Through Date This allows you to select specific dates Date Range Used for Year to Date Totals Report Date
78. gory For example you have a Category called Vacation and assign a Time Off Plan called Vacation Full time to it Remember that a Category is a title and a Time Off Plan is the actual plan of how your time off policy works When employees who are assigned to the Time Off Plan Vacation Full time accrue vacation time their accruals will appear under the Category Vacation under the Total This Year Tab on the Calendar screen Setting Up Holidays To access Holidays go to the Settings menu then Company Holidays iew Company Holidays This section allows you to designate the dates of specific company holidays on the EIE NES Holiday Date calendar Holidays that have not occurred will automatically apply to an employee when you enter them into the program The holiday Holiday Date will show as an H on the calendar You may Chistes Day 12 25 2009 New Years Day 01 01 2003 sort by the holiday name or by date Adding Holidays To enter a holiday follow these steps 1 Click Settings from the main menu and select Company Holidays 17 2 Click New to add a company holiday Qo Enter the name of the holiday you wish to add 4 Press Tab on the keyboard and enter the date of the holiday mm dd yyyy or click the drop down arrow and navigate to the date 5 Select Full Day Day 4 Day or 4 Day for how much credit for this holiday will be given This amount corresponds with t
79. he Day Hours block on the Employee Detail screen 6 Click Save Deleting a Holiday To delete a holiday follow these steps 1 From the Company Holiday screen click on the holiday you wish to remove 2 Click Delete 3 Click Yes to the Warning box This will remove the holiday from all employee calendars Editing a Holiday Only the holiday name can be edited If you need to change a holiday date you ll need to delete the holiday and then re add it To edit an existing holiday name follow these steps 1 From the Company Holiday screen click on the holiday you wish to edit 2 Make the necessary changes 3 Click Save Setting Up Absence Codes TT BIET 4 gt 18 Fist Prior Next last Edt Help Close Absence Absence Code Code Description To access the Absence Codes go to the Settings menu then Absence Code Count Against Perfect Attendance Assign To Absence Category Accident On Duty Sick Accident On Duty Vacation Maintenance Comp Time Personal Death in Family Not Assigned Excused Personal Family Leave Personal Sick Overview Illness Sick Absence Codes are letters that are on the calendar to indicate an employee absence Jury Duty Vacation Layoff Not Assigned Late Quit Early Personal Miltary Personal Medical Appointments Personal Transportation Weather Personal a
80. he Time Off Plans you set up in the above steps Note This step is only if you zero out your vacation time If you dont zero out this time then select the None plan for Vacation 10 Follow Step 9 for the Sick and Personal categories Note In order for the balances to zero out each year you will need to run an accrual on Jan 1 of each year by going to File Maintenance and Perform Accrual and then clicking on Accrue Now If you selected to zero out on the Hire Date you will need to run an accrual whenever you need to see the update balances 57 Ime lans 54 Mi Attendance gt Chapter 7 Reports Reports MyBiz Attendance was designed to include 18 standard reports and charts that relate to tracking employee absenteeism For additional reports please try MyBiz Records which offers you the power of additional employee information tracking List of Reports Here are the standard reports you can run Employee Detail Employee Balance Perfect Attendance Absence Details Absence Notes Hours Worked Planner Reminders Transaction Detail Year in Review Adjustments Charts 4 Table Listings Employee Summary Employee Anniversary Group Absences by Type The report interface will allow you to select individual employees and gives you various options The screen shot at right shows basic options and each report may have other options as well See the individual report for specific
81. here a limit to the number of Time Off Plans No There are no limits to the number of Time Off Plans you can create Is there a limit to the number of absence categories e g vacation sick personal PTO etc No With MyBiz Attendance you can create unlimited absence categories I entered a new employee then ran posted accruals but the employee didnt earn time Why Check the Time Off Plans If the Time Off Plans is set up to run yearly on Jan 1 and this employee was hired after that date this employee will earn time only when the program accrues on January 1 of the following year We recommend using the Transaction Editor and entering the earned time manually for new employees in this situation See Chapter 4 Transaction Editor Time Off Plans To set up a Time Off Plans we suggest becoming familiar with the following features first then read the section on Setting Up a Time Off Plans First Prior Next Last This allows you to scroll through the Time Off Plans Delete This deletes the selected Time Off Plans only if employees are not assigned to it New This creates new plan MyBiz Attendance 1515 File View Settings Reports Help Calendar BrowseEmploees EmployeeDetsi _ CategorpAssigments __ EEO Other__ Personal Contacts Year In Review Transactions Planner wo LX Wo Fist Prior Nest Last Delete Edit New Save Cancel Help Wizard Browse Detail
82. icon would be displayed when any single absence posted on the calendar was less than eight hours Asterisk This denotes a note or comment on this day After selecting the day click on the Notes Tab to view the note 32 m t Attendance Neil Managing Employee Records Recording Absences Follow these steps to record an absence for an employee such as a vacation day 1 Select an employee from the Select Employee Column 2 Select the desired month of the calendar if necessary by using the arrows on either side of the calendar The arrows on the top left side of the calendar change the month The arrows on the top right side change the year This will be the month the employee takes an absence 3 Using the mouse click an Absence Code from the Absence Code List so that it is highlighted then click a date on the calendar Notice that the Full Day option is selected above the calendar This is the default setting when selecting an absence To choose a different day increment choose from day day or day at the top of the calendar before selecting an absence Note As you add absence codes to the calendar the time is automatically deducted on the Totals Tab For example if you select the absence code V and click on the Calendar a full day is automatically deducted from the Used Vacation time under the Total This Year Tab The full day assignment is set from the Day Hours block on the Employee Detail screen see below for
83. ill view the categories throughout the program with the lowest number being first Calendar Totals Transactions and Category Assignments are some of the areas for which you can control the sort order Enter comments if needed 5 Click Save The delete button deletes an Absence Category Tide that is not already assigned to employees or that has absence codes assigned to it All employees and absence codes will need to be unassigned to delete an absence category To delete an Absence Category follow these steps 1 Click on an Absence Category 2 Choose an option by clicking in the box 3 Click Save 16 Setting Up Absence Categories access the Absence Category screen go to the Settings menu then Absence Category Mai ntenance Absence Category Maintenance The Absence Category Maintenance screen Set poea Treat en NN Aeros Colony Ti allows you to create categories and then eS assign Time Off Planss to the category An absence category or absence category title is a name or category heading This is used to label the available categories of stored totals You may have a category such as Vacation Sick Personal PTO etc For information on setting up a Time Off Plan see page 49 You may have an unlimited amount of categories Assigning a Time Off Plan to the absence category allows accrued time and lost time to be shown under that cate
84. intenance Time Off Plans Maintenance Absence Category Maintenance Absence Category Maintenance Absence Code Maintenance Company Holidays Absence Code Maintenance Company Holidays Reports Menu P d 1 8 Report reviews an prints up to reports E Employee Detail you can also access this list and select E Employee Summary ea El Employee Bal a report by clicking Reports on the left Feature i ebria rd E Employee Anniversary Column See Chapter Reports Perfect Attendance and Appendix A for detailed information E Absence Detail Absence Notes E Group Absences by Type Worked Hours E Planner Ej Transaction Detail Year in Review Adjustments E Reminders Charts Ej Table Listings 29 Help Menu Contents Help System Information Contents About System Information Alter Current Product License PR Alter Current Product License The Program Bar The Program Bar allows you to select the MyBiz program you wish to use and displays its features in the Feature Column The programs are color coded as follows MyBiz Attendance Green MyBiz Records Red MyBiz Time Clock Purple The Feature Column The Feature Column allows you to select which feature will be displayed in the Feature Pane on the right side To make it easier we also color coded the features of each program For example if you select MyBiz Attendance and select Employee Detail from the feature column you will
85. is means the accrual occurs on January 1 of each year Fiscal Year This means the accrual occurs on the fiscal date See Fiscal Date in Global Preferences page 15 Select How Often to Accrue Daily This accrues an amount each day 365 days a year 366 on leap years Weekly This accrues 52 weeks a year beginning on the employee s anniversary date Monthly This accrues monthly on the hire date on the first or on the fiscal date Yearly This accrues yearly on the hire date on the first or on the fiscal date Custom This allows you to enter custom dates Note Custom dates do not roll over into the next year For example if you entered a custom date of March 15 2003 you also will need to manually enter a date for March 15 2004 for the program to accrue the following year The program will not automatically roll dates over to the following year Select what to do with prior year balance Carry over balance from prior year This allows carryover negative and positive Zero balance from prior year This zeros out the balance at the end of the benefit year Zero balance each time earnings are applied If Monthly was selected under How Often to Accrue the balance would zero out on a monthly basis Pro rate earnings for partial months and partial years Calculations of partial years or partial months can occur in some cases if the benefit year is set to On the First or Fiscal Year In most cases pro
86. is report when you want an employee listing Employee Balance Report The Employee Balance Report shows accrual plan names and employee balances Use this report to quickly view which accrual plans your employees are on and their balances Additional Options for this report Select Totals This allows you to view totals by Hire to Date or Year to Date Hire to Date shows grand totals since the employee was entered into the program Year to Date shows current year totals based on the Benefit Year setup under the accrual tables A benefit year can be set to Hire Date On the 1st Calendar or Fiscal Year This affects how the totals are viewed on the Year to Date option For example if the benefit year for the accrual table an employee is assigned to is set to Calendar On the 1st the current year totals would show from January 1st to December 31st Calendar year If the setting was on Hire Date then the current year totals would show from anniversary date to anniversary date for the current benefit year Thru Date This allows you to select an ending date to view totals Employee Anniversary Report The Employee Anniversary Report shows an employees title years of service hire date and anniversary date Additional options for this report From To Date This allows you to select a beginning and ending date to view employee anniversaries For example To view all anniversaries in 2001 you would enter From 01 01 01 To 12 31 01
87. ll bring up the Edit Reminder screen You may also double click on the title of a reminder The Edit Reminders screen allows you to change the Title Reminder Date User and Description Note If you need to change the Employee Name that this reminder is about you ll need to delete the reminder and then re add it Open Reminders Open reminders will appear for the user they are assigned unless the Global option is checked If a reminder is marked with Global then it will show for all users You may view open reminders by opening the program or selecting Reminders from the feature list Note If you have security access to Reminders Assign Users See User Security p 22 you may view reminders set up by other users You may also resolve reminders from the Open Reminders screen Using Scheduler The Scheduler is a new feature that displays overlapping days off at a glance You may view time off by department location or specific employees You may also view by specific absence codes 41 Viewing Time Off view time off follow these steps Attendance Tie Ve Setines Repot ree pm Attendance Employee Select EZH Calendar Browse TreeView Schedule Eltes 1 Select Scheduler 2 Select employees under the ees PRESE z Pinner 1070472003 4 4 gt Sorted by Last Name a vicios iiem iz Weil TALONI 454545 Dar 5a Sul Tu wel Th
88. llows you to drill down through topics or search by keyword Unlocking The Demo If you have already installed the MyBiz Attendance demo you can permanently unlock it by following the steps listed here 1 Open MyBiz Attendance 2 Select Alter Current Product License from the Help menu 3 Select EDIT for the program you want to unlock and enter the Product Key you received with your purchase This will be located inside the front cover of this Users Guide in the lower right hand corner or sent to your e mail address 4 Click OK If the confirmation message does not appear verify that you entered the correct key The Product Key is not case sensitive Note There is a different Product Key for each G Neil software product System Requirements Required Windows 98 SE or later Pentium 266Mhz or faster processor 64 MB available RAM Random Access Memory 20 MB available hard disk space Access to a CD ROM drive SVGA monitor with 800 x 600 16 bit color depth or higher Recommended Pentium III or higher processor 128 MB available RAM Random Access Memory 20 MB available hard disk space CD ROM drive SVGA monitor with 1024 x 768 High Color or higher Windows compatible graphics quality printer MyBiz Attendance must be installed on a single standalone computer You can create multiple accounts with different access levels but the software runs on the PC you install it on Installing MyBiz Atten
89. more information Adding New Employees The Employee Detail screen allows you to add new employees and view and edit Isti jar TreeView existing employee records SURE rz 222 Employee Detal Salutation First Name Middle Name Last Name Note Before adding new employees for the ay woe orn se ve E Repotts eras 000024 D AS S80 PatTime first time follow the checklist in Chapter 2 5 b to set up Locations and Departments HS Location Fort Lauderdale Follow these steps to add a new employee to MyBiz Attendance 2000 inset your own message here les on any individual employee Help this program 1 Click the New icon Enter at least the required fields You can use the TAB key to move from field to field or hold down the SHIFT key and press TAB to move back one field 2 Required Fields First and last name Hire date e Work status full or part time Employment status active inactive or terminated Location Department 33 Hours day and week Enter the amount of hours an employee works or is considered absent for a typical workday and workweek For example you could have Day 8 hours and Week 40 hours When you put a full day absence onto the calendar it pulls the hours from this field These numbers ar
90. mport file and the files already in the database 71 Required Fields The following are required fields for importing Last Name First Name Location The name must be in the MyBiz database prior to importing Department The name must be in the MyBiz database prior to importing Date of Hire Full Part Time Active Status Active Inactive or Terminated Importing To import your information follow these steps 72 From within the program click File Import Enter the path of the file or click on the to navigate to it 2 Select Tab Delimited or Fixed Length This should correspond with the way the import file was saved m 3 Select Skip First Line if you have title Lastname Fstrame MiddeName_ 422863517 Kai Matthew 2 headings Do not select Yes if you don t 433239209 Stephen B 6548 7777 Flynn have title headings or you may lose the x first line of data 0 987 15 4212 Dawson Renee 4 Click Load File to preview the file At this point you should check that all column headings match the fields that will be imported Note Check the columns SSN Lastname Firstname and Middlename to make sure the appropriate data is in the correct column For example the SSN field should have an 11 digit number with two hyphens 5 Select which fields to check for duplicates in the Check Duplicates box Duplicates will be checked during the Test File phase
91. n Checklist For Setting Up MyBiz Attendance first needs some information set up to correctly track your employee absences to get started please follow the checklist below C Change the Admin password by going to Settings User Security If needed set up access for others who will need to continue setting up the program If you need to give access to specific locations and departments or individual employees set these up first and then come back to User Security and complete security access See Chapter 3 Security Options on page 21 Create locations and departments See Chapter 2 Locations amp Departments on page 12 Set up Global Preferences See Chapter 2 Company Information on page 13 Set up Time Off Plans See Chapter 6 Time Off Plans on page 49 Set up absence categories See Chapter 2 Absence Category Maintenance on page 17 Set up holidays See Chapter 2 Holidays on page 17 Set up absence codes See Chapter 2 Absence Codes on page 18 CocUOoODCODSO Enter employee information and assign Time Off Plans See Chapter 4 Adding New Employees on page 33 Complete setting up user security if needed See Chapter 3 User Security on page 21 11 MS Attendance gt Setting Up Locations amp Departments Locations and departments are required and must be assigned to each of your employees See Chapter 4 Adding New Employees page 33 to assign locations and de
92. nce The Menu Bar View Settings Report Help Browse TreeView B amp B The Program Bar Category Assignments Search by Last Name New Delete Prim Fons Help Employee Detail Salutation First Name Middle Name Last Name Planner i gt Kety Iw Cliton Reminders LastName SSN 10 Hire Date Work Status Reports 176 28 8931 000024 01 15 1990 Part Time Adams Scheduler Austin Billy Employment Status Hide Picture Transactions Kelly Active sl x Year In Review Dawson Renee Job Title Handy Ed Sales The Feature Column Kad Matthew m Klein Randy Fort Lauderdale Makowski Deborah E Mg Merchandising ste Day Hours Week Hours 4 00 20 00 Cathy Comments Richards Robert This data is for sample purposes only Please feel free to insert your own message here The Employee Employee Detail Woodward Kiisties Comments can be used to record simple notes on any individual employee Click Help then Contents to see more information about this program Select Column Employee Kelly X Clifton Hire Date 01 15 1990 Recent Features Pane Feature Pane The Menu Bar File Menu Fil Maintenance Maintenance Perform Accruals This allows the program to accrue Import Data time according to your Time Off Plans as defined under Delete Employe
93. ns and departments Global Preferences This allows access to edit Global Preferences Import Export This allows access to import and export data Database Backup This allows access to back up the database Database Restore This allows access to restore a backed up database Alter Product License This allows access to change the product license Setting up access to common features Detail Tab 1 Click New from the User Security Detail screen 2 Enter a login and password letters and numbers only and the user s full name 3 Select options for displaying reminder alarms and hints for this login 4 Select Yes to allow the user to begin logging in after giving access Setting this option to No is a good security measure when users are out of the office for a number of days 5 Select what type of feature access users will have by clicking in the Feature Access Rights block 6 Clicking on the arrow will allow you to select from the following No Access This gives no access to the selected feature Read Only This allows the user to view the section but they cannot make any changes Read Write This allows the user to view add and edit no deleting allowed Read Write Delete This allows the user full editing rights to the feature 22 Yes This option allows access to the feature No This allows no access to the feature 7 Click Save User Security Attendance Tab Once the above steps
94. nter a new employee the dashes will automatically come up in the xxx xx xxxx format The label is the title that will appear on the Employee Detail screen SSN by default 13 m Attendance gt Geting sined e Allow use of Forgotten Password Les Utility This option allows access toa utility that can be used only with Dea Housiday Natera D Nunb Fara assistance from G Neil Tech Support s Met A TN to gain access into the MyBiz program mun In order to use this feature we require ves that you fax or mail a statement on company letterhead signed by a supervisor stating that the user is allowed full access into the program We keep statements on file Call G Neil Tech Support at 954 845 9664 if you have forgotten or lost your MyBiz password Forced Writes for Interbase When running MyBiz database on a standalone computer this option will help to keep the database more stable If MyBiz is installed on a workstation and the program is open at the time the computer locks up or crashes the database is prone to becoming corrupt and possibly unrepairable A computer lockup or crash can be attributed to several things including having too many programs open at the same time from what your computer memory can handle Note We recommend keeping this option checked The performance may lag a little but you may not even notice it We also recommend always having a c
95. o RR CaM abe sek ae 9 System Requirements iex D SPEI Ree eiue ee RR 9 Installing MyBiz Attendance eda ets O Pn 9 Chapter 2 Getting Started 11 Checklist2 2 00 DER EL PS Rp ER RUP PEE 11 Setting Up Locations Departments eee 12 Setting Up Global Preferentes srcima a e a a E a e 12 Company Information Tab sss aa anaes EUER Y 13 Editing Company Information sobras esene eieaa ai a E E E 13 General Settings arse e VU oer a AEE E 13 RepottOptons Lees svo er Pu rA GO VPN OU RES UR e xr er ER 14 Attendance esposa sexto dps rs PUE etd Gung Used pate I eh Vet 15 A cr al Schedule Settings DEG RH ER 15 Setting Up Time Off Plans esd Seiden RA REM NUR MURS ERI UE D uude 16 Assigning Time Plans verdes dm EN A ONES WE ea Epis 16 Setting Up Absence Category Maintenance 17 Setting Up Holidays 5 deer P ee ta CREE C EE EOS 17 Adding Holidays ses cse ue rer e e prot v nie GO nuoto d 17 Deleting a Holiday Hed x Re RR URP 18 Editing a Holidays pesi yi PRU LIRE RESI PEUT oad 18 Setting Up Absence Codes bb Ria es Gb ede 18 Chapter 3 Security Options
96. on 01 31 2003 5 71 Adjustmert to Eamed Vacation Total Adjustments for this employee 4 Count of Employees with Adjustments in Department Merchandisi Count of Employees with Adjustments in Location Fort Lauderdale 1 Total Court of Employees with Adjustments 1 Incas Full Time Pare Tee Group on Locadom Deparo ene From OH O4 2003 through 021182005 82 Attendance gt Appendix B Appendix B Troubleshooting Some of the more common issues you may experience when using MyBiz Attendance are listed below Please see Support Documents on our Website at www gneiltechsupport com for the latest issues Getting SQL Parse Error EOF in String Detected message when logging in Cannot install on a Win NT or 2000 system Moving database from one location to another SQL Parse Error EOF in String Detected Issue Getting the above error message when logging in Description This is caused when pressing the single quote key and Enter key at the same time Possible Resolution s Avoid pressing the single quote and Enter key at the same time Unable to Install on a Win NT or 2000 system Issue Program doesn t finish installation Description This usually happens if you do not have full administrator rights on the Win NT or 2000 computer Possible Resolution s Make sure you have full administrator rights before installing Moving Database from One Location to Another Iss
97. or tracking employee absences and time off Our software application includes many features based on the suggestions of our customers and we certainly welcome any further comments or improvements you may have When combined with other MyBiz software such as MyBiz Records and Time Clock this powerful tool helps you keep critical employee information without entering data twice MyBiz Attendance makes it easy to record employee absences for up to 100 employees quickly lets you see time off at a glance and run reports In addition the program figures time off balances with credits and debits just like a checkbook MyBiz Attendance also helps reveal excessive employee absences which can provide solid evidence for employee discipline or termination The following new features in MyBiz Attendance will make your job easier and keep you even better organized Features Open ended licensing Unlike many human resource software applications designed for large companies MyBiz Attendance does not require annual licensing However we do encourage you to purchase upgrades so that you have the latest enhancements and newest features to make your job easier Easy standalone PC installation We made MyBiz simple to install and get running Companies that want to install their employee database a network or give multiple users access should use or upgrade to G Neil s Optima software Password security Anyone who uses the program must ha
98. otal Days 2 or Display Mode x Days Hours 8 hours minutes d OK Cancel Date Monday March 08 2004 Employee Day Hours 4 00 Hours Absence Code Assigned Absence Category 000 H Holiday 2 Right click on the Calendar and select Detail 3 Click in the appropriate Hours block and enter the time in decimals down to 06 1 10th of an hour The total hours will show in decimals and hours along with the date 4 Click OK and then click Save on the Calendar screen 000 P Personal Day 8 000 V Vacation E 8 000 Accident Duty 000 Accident Duty 000 C Comp Time 000 D Death in Family 000 E Excused 000 F Family Leave 000 G Sick 000 Illness 000 J Jury Duty 000 K Layoff 000 L Late Quit Early 000 M Military 000 N Medical Appointments 000 Transportation Weathe 000 0 Employee Recognition 000 Religious Holiday Personal Vacation Sick Vacation Personal Personal Personal Sick Sick Vacation Personal Personal Personal Personal Note When entering time into the Absence Detail screen the time must be entered in decimals When converting to whole minutes values must be in 6 minute increments To keep things simple you may want to round the time to 6 minute increments see second column below 44 Minutes to Decimals Conversion Table Minutes Decimal Minutes Decimal 0 0 00 6 6 01 12 2 1 2 02 18 3 1 8 03
99. ove Transactions for active employees only This will not remove transactions for inactive or terminated employees Remove Transactions applied to these categories None Vacation Sick and Personal You may have more than just these default categories 5 Click Run Process Using the Transaction Utility does not run any accruals You will need to run a manual accrual to accrue time It will remove accruals according to the stated begin and end date and reset the last accrual date to the begin date Before running an accrual make sure your Time Off Plans are set up correctly See Chapter 6 for setting up Time Off Plans Note If you re not sure which options to choose use the defaults these are the common settings Select your begin date and end date and click on Run Process Resetting The Last Accrual Date You may want to reset only the last accrual date For example you ve just entered all your employees and want to begin accruing from Jan 1 To reset the Last Accrual date follow these steps 1 Deselect all options EXCEPT the reset last accrual date option 2 Enter your begin date 3 Enter your end date 4 Click Run Process Using this process will NOT remove or run any accruals It will only reset the last accrual date to the begin date For example if you selected 01 01 03 for your begin date and 06 31 03 for your end date and checked only reset last accrual date the program will reset the last accrual date to 01 01
100. partments to employees Note When setting up locations and departments for the first time a location must be set up FIRST and then you may assign a department to that location Departments are assigned to locations To set up your locations and departments follow these steps Getting Started Location Department Maintenance gt 7 Before an Employee can be assigned to a Department the Fest Prior Net Last Dee Now Department must be assigned to a Location Ciok the just left of the Location Name to view all available departments To Locations Departments When yo system will not let you remove a Department Employee is ateady assigned to that Location Department combination Denver Human Resources Marketing Merchandising None Operations Sale Fort Lauderdale Human Resources Matketing Merchandising None 1 Click on Locations and Departments from Settings menu 2 Click Locations then click New 3 Enter the location name Click Save 5 Click New again to create other locations 6 Click the Departments tab then click New 7 Enter the department name 8 Click Save 9 Click New again to create other departments that will be assigned to the location After all departments are created click the sign next to Location in the right pane Select the assigned departments by clicking in the box next to the department Not
101. r Now Ge McDonald Chris Excused Opel Stephen F Family Leave 1 7 5 Full Day Use these in P hes B B Richards jer J Jun conjunction with the worked time W me mme rm code and absence codes to log time 7 E Personal 283 83 100 00 267 O Transportation J worked and used sje Employee Kelly w Hire Date 01 15 1990 2 Erase To erase an entry click on Erase and then click on the absence code on the calendar 3 Select Click on Select when you want to add a note to a specific day Clicking on Select allows you to click on the calendar without adding an absence code 4 Today This selects the current day and month 5 Display Hours Worked This allows you to toggle time worked codes on and off 6 Display Absences This allows you to toggle absence codes on and off 7 Totals This Year This shows current year totals 8 Totals Since Hired This shows totals since the employee was entered in the program 9 Notes This allows you to put notes on specific days To add a note click on Select above the calendar and click on a date on the calendar then click on the Notes tab An asterisk will show on the calendar on the days with notes Right clicking brings up Text Editing and Insert Object Options See Appendix D 10 Year Settings This shows current year and Time Off Plans settings Assign Absence O
102. r Work Time Codes To The Calendar To assign an absence or work time code to the calendar follow these steps 1 Click the Calendar feature from the Features Column list on the left 2 Select the employee you want from the Employee Select Column 43 myBi Attendance gt Attendance Operations 3 Using the Absence Code List on the right select the absence or work time code you wish to record For example select V for vacation 4 Using the buttons above the calendar select the amount this code should apply to the total of hours used for example Full Day Note When selecting 4 or the program will calculate the appropriate amount of hours from the Hours Field on the Employee Detail Feature 5 Select the calendar month and year using the arrows above the calendar 6 Click once on the date you wish to apply the absence or work time to Time will automatically be deducted on the totals below the calendar Absence Detail The Absence Detail window allows you to edit partial and multiple absences To access this select the date on the calendar then right click and select Absence Detail You may enter time down to oth of an hour See Minutes to Decimals Conversion Table below To enter time for an absence using the Absence Detail window follow these steps 1 Click on Select button above the calendar and then click on the day you wish to add an absence Absence Deta T
103. rating is not desirable This option allows you to pro rate For example if a new employee was hired on December 12 and your accrual tables were set up to accrue yearly on January 1 this employee s time would be credited only from December 12 through January 1 if pro rating was selected It would be a partial amount If the case were NO pro rating then the employee would receive the full amount as if he had been there for a full year Time earned in This setting is how you will enter time into the Earning Levels Hours This allows you to enter time in hours Days This allows you to enter time in days Weeks This allows you to enter time in weeks Farning Levels Level Designates the row level Press TAB to create a new level From Month Designates starting month for the row Up To Month Designates the month the benefit goes up to Time per Year Shows how time is entered hours days or weeks Max Balance Allowed Allows you to set a specific maximum balance Whenever this maximum level is reached at anytime throughout the year the program will deduct time to bring the balance down to this number Note On the transaction detail report this time will show up as Loss Maximum Balance Max Annual Earn This allows you to set a specific maximum amount for 12 months This means that the earnings cannot go over this amount within 12 month period Whenever this maximum is reached the program will deduct time to
104. rday on the fiscal date e Display only Absence Codes with Descriptions This allows you to view only absence codes that are set up in the Absence Code Maintenance screen with other than Not Assigned Retain Original Absence Class Settings This gives you the option to keep original absence class data and create new assignments For example say you had the absence code assigned to category vacation so every time you put the absence code onto the calendar the program would assign the time used to vacation used Then due to a new company policy you need to assign the code to personal time having this option checked would save the previous absences to the old category and any new absences would be assigned to the new category of personal time Unchecking this option would allow all time used for the code A to be entered under the new assignment Show Warning on Weekend Assignments If you attempt to mark an absence on a Saturday or Sunday a warning will notify you Show Warning on Assignments to Inactive Employees If you attempt to mark an inactive employee absent a warning will notify you Show Warning on Assignments Before Hire Date If you attempt to mark an employee absent before he or she was hired a warning will notify you Accrual Schedule Settings Accrue Automatically If selected this tells the program to run Time Off Plans automatically once each day accordin
105. rogram getting error messages program locking up or other strange things happening please write down the steps to recreate the issue This will speed things up when talking with a support representative get help in a timely manner check the manual Troubleshooting section click on the Help files within the program and visit our Website at www gneiltechsupport com for known issues and help on using the program If you do have to call please be near the computer and have the following available G Neil Account Number Program Name Program Version Number you may find this by going to Help About within the program Full error message and the steps to recreate if possible Contact Technical Support FREE technical support for MyBiz Attendance is available the following ways 70 Internet www gneiltechsupport com E Mail Requests techsupport gneil com or fill out the online form at the Web site above Phone Requests 954 845 9664 8 30 a m to 6 p m EST M F Msi Attendance Import and Export Chapter 10 Import and Export The import feature allows you to add new import Data 2 LoadFile Test Help Close data from a text file into the MyBiz program Conversely the export feature allows you to export Check Duplicates v Import File data from the MyBiz program 1 Vins SSN The software that you export your data 2 eye IU from must be able to expor
106. rograms you will need to follow these instructions to set up user access rights 21 User Security Detail Tab Security Maintenance Some of the common features are desde EMEA Desi Attendance Records Time Clock Localior Departnent Search For This allows you to search m Panare ADMIN Supervisor by User Name m fo Display Reminders Alarms Show Hints G Yes No G Yes C No Save As This allows you to create User Active Creation date 4 12 2001 C No additional users based on the access rights of another user wie Dee Detail Read Write View SSN Yes Employee Record Access This Fera Reminders Read Write Delete allows access to view add or delete 2779 1777 User Security Read Write Delete e mployee recor ds Location Department Maint Read Write Delete Global Preferences Read Write Delete View SSN This allows access Database Backup Yes to view Social Security Numbers Run Reports This allows access to run reports Reminders This allows access to add and delete reminders Reminders Assign Global This allows access to assign reminders to everyone Reminders Assign Users This allows access to assign reminders to specific users User Security This allows access to add edit and delete users and user access Location Department Maint This allows access to maintain locatio
107. s The more deposits earned time you have the higher your account balances The more withdrawals used time you have the lower your balance There are transaction entries for each time off category and each earned amount How far back will MyBiz Attendance calculate transactions MyBiz Attendance accrues only from the last accrual date The last accrual date in the program will either be Jan 1 of the current year or the date of the last accrual run However you can always remove accruals and re run them for any date range See Removing Transactions to remove unwanted accruals page 47 How many Time Off Plans do I need to set up In determining how many benefit plans you should create consider the following Does your company provide more than one category of time off MyBiz Attendance allows unlimited categories for each employee We have included three default plans labeled Vacation Sick and Personal You may add your own such as PTO Birthday Comp Time etc Do you have separate time off benefits for different employee categories For example categories can include union non union part time full time or senior management In other words do you give different time off benefits such as vacation time to employees who worked for the same amount of time For the above scenarios you would set up separate Time Off Plans Will my company policy fit into a Time Off Plans Because each company s policy may be different w
108. t 65 Table Listings om Table Listings enable you to view and print 7 out the following settings Preview Printer Setup HEP Tables User Security This prints user name A with security settings Time Off Plans Global Preferences This prints Locations C Absence Categories global preferences settings C Departments Absence Codes e Locations This prints all locations C Assigned Departments Company Holidays Departments This prints all departments Assigned Departments This prints locations with assigned departments Time Off Plans This prints all Time Off Plans Absence Categories This prints all absence categories Absence Codes This prints all absence codes Company Holidays This prints all holidays entered into the program Steps to print a Table Listings report 1 From the Reports menu select Table Listings You will then see the screen at right 2 Choose the Table Listings report you would like to run 3 Click Preview to view the report or Print to print out the report 4 In Preview mode click the print icon to send the report to your printer 66 Chapter 8 Back Up and Restore Overview A Backup is essentially a copy of your employee records Backing up ensures that you can recover from a computer failure or emergency You also may install MyBiz Attendance on another computer even as a demo and restore from your
109. t for multiple employees click the checkbox next to each employee name in the Employee Select Column then click the Printer icon Printing from the Reports Menus Reports selected using the top pull down menu or the Reports feature in the Feature List appear in the right Feature Pane along with additional filters and options You may print a report for a single employee or multiple employees See page 60 and following Report Options Tip If you re going to print a report for a whole department or location you can use the Employee Select Column TreeView Mode to select quickly Year In Review The Year In Review Feature is used to view MyBiz Attendance selected categories of absence and work time as ENT tendance X TimeClock codes for a selected range of months Browse TreeView Absences Settings Category Assignments ve Ee access this feature click on Year In Sachin _ Diepley Mode Daye Planner Month 1 2 3 4 5 6 7 8 10 11 12 13 14 15 16 17 18 19 20 Review from the Feature List B Yates ann rm Scheduler Li Bes Transactions Vear in Review F Damon Renee Absences Tab T Kein Randy The current year will be shown To pick Fuca Tas McDonald Chris 0672003 another date range use the up down arrows Foam won ses Peck nma to s
110. t have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 8 Enter a description of the reminder if needed 9 Click Save Recurring Reminder To create a recurring reminder follow these steps 1 Select Reminders from the feature list 2 Click New 3 Select check Recurring Reminder 40 4 Select the type of reminder Anniversary Birthday Performance Review or I 9 Renewal 5 Select a Through Date when do you want to stop the reminder from occurring 6 Select how many days you want to be reminded before the event 7 By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 8 Enter a description of the reminder if needed 9 Click Save Deleting Reminders Reminders are deleted from the Main Reminders screen by clicking on the Delete icon Editing Reminders There are two ways to edit reminders Main Reminders screen From the main Reminders screen you can edit the following columns just by clicking in the field Reminder Date Title Resolved and Description Edit Reminders screen Clicking on Edit from the main Reminders screen wi
111. t the required information to a tab delimited or fixed length text Skip Fist Line z ir rior file See Appendix C for the required import rens Middle fields Note We cannot provide support for other Makowski Deborah Tracy software program s Please contact the software 11 0111 Adams Neil R s Woodward Kristi T vendor or manufacturer for more information len m T about how to export data from your other software Features Load File Loads the selected file into the data window Test This tab will not highlight until a file is loaded This checks for blank records and ensures that the department and location names that are being imported are already in the database Import This tab imports the file into the database Help This brings up the Help file pertaining to importing Close This closes the Import screen and takes you back to the main screen Import File Type This allows you to select the file type Tab Delimited We recommend exporting or importing as this type of file Fixed Length MyBiz may export or import fields with a fixed length See Appendix C about the field lengths Skip First Line Headers This will take out the first line in case you have headers Import File Browse Button This allows you to enter the path or navigate to the file you will be importing Check Duplicates This allows you to check for duplicates against the i
112. tial Balances page 35 Perform Accrual Allows user to click on the Perform Accrual button to accrue time according to the assigned Time Off Plans See Perform Accrual page 45 Planner Allows user to view and print reports See Planner page 39 Scheduler Grants access to view multiple employees schedules and reveal overlapping time off See Scheduler page 41 Time Off Plan Maintenance Allows user to view and create Time Off Plans from your company s time off policy settings See Time Off Plans page 49 Transaction Utility Allows user to remove unwanted accrual balances and to reset the Last Accrual Date 23 Transactions Allows user to view edit and print transactions See Transaction Editor page 37 Year in Review Allows user to view and print reports See Year in Review page 36 User Security Location Department Tab You should have already set up your location and department names Now you will want to set up your users access to the locations and departments by following these steps 1 Click on Location Department Tab from Settings User Security Detail 2 Click on the sign next to Locations Departments and next to the location and department name to expand the list 3 Click in the box next to the location and department name to select access to these areas This will put a checkmark in the box Click in the box again to unselect an area 4 If you have already enter
113. time off for several employees at once See page 41 for information on this new feature Automatic reminders Instantly create multiple reminders for anniversaries for all employees See page 39 for details Add file attachments to notes comments Store all documentation in one place Attach Word Excel PDF and image files to any notes or comments field For instance you can attach a completed MyBiz Forms FMLA Leave Request form to the comments field of the Employee Detail screen for that employee There s also a full text editor available now See Appendix D Quick print reports In each program feature you ll find a print icon that lets you quickly create related reports Combined with the new faster Employee Select Column this makes printing reports a breeze New user interface design Theres a whole new look and feel to MyBiz Attendance which is even easier to use than ever For customers using MyBiz Attendance in concert with MyBiz Records or Time Clock a single login password will grant access to all three programs How To Use This Guide This User s Guide contains detailed information for installing setting up and using MyBiz Attendance however you may also find the majority of this guide under Help menu of the program Anytime youd like to read the associated instructions for the screen you re on simply press F1 You can also go to the Help menu at the top of the screen and select Contents This a
114. ts you set tab stops for selected paragraphs Find Searches for the text you enter Replace Searches and replaces text according to your settings Insert Object Opens the Insert Object window and lets you select either a type of new object to insert into the notes comments field or attach an existing file Check Spelling Launches the Microsoft Word spell checker 87 m Attendance SNal enix Using the Rich Text Edit Rich Text File Edit View Insert Format Tools Editor mala When you right click and select Edit JMS Sexe Sei the text editor opens in a separate PEE SEE CE vo This data is for sample purposes only Please feel free to insert your own message here Comments be used to record window giving you access to all Right simple notes on any individual employee Click Help and then Contents to see more information about this program Click Menu commands in a word processor like environment Here s brief overview Adding Attachments to Comments or Notes Each Comment or Note field allows you to insert an attachment to that field Attachments can be a Word Document Excel Spreadsheet PDF Rich Text Format or even a picture file Attachments may be linked to a file displayed as an icon or inserted into the field Inserting an Attachment To insert an attachment follow these steps Insert Object OK 1 Locate the Comment or Note field Create N
115. u select Search for Help on The Help Topics Index will appear Select the Topic that interests you Method 2 From the Help menu select Contents Click the Find tab If you have not used this feature before the Find Setup Wizard will walk you through setting up the search index Once the search index has been created type in the key words you would like to search for and the results will be displayed Typical errors onscreen messages that are known at the time of publication are in Appendix B Troubleshooting For more information please refer to one of the following Readme txt file located in the Program Files XG Neil Software Attendance program directory Help File located in Program Files G Neil Software Attendance or accessible from the Start Menu Internet Site http www gneiltechsupport com 69 Mi Attendance gt Neil Help Before Contacting Technical Support Please follow these guidelines before contacting Technical Support Note G Neil cannot support setting up networks or configuring computers If you are having problems with your computer try rebooting first to see if that corrects the issue If you are getting an error message please write down the whole message or take a screenshot of it Pressing the PrintScrn button on your keyboard will copy the screen to the clipboard you may then open Word or WordPad and paste it to the document From here you may print it out If you are having problems with our p
116. ue Moving your MyBiz database from one computer or drive to another Description You may need to move the MyBiz database because of receiving a new computer or operating system or if youre running out of disk space among other reasons 83 m Attendance set Possible Resolution The easiest way to move the database is to make a backup of your current database install MyBiz Attendance on the new computer and restore the database Follow the detailed instructions below 1 From the current database back up your files from within the MyBiz program by going to File gt Maintenance gt Backup Database Put this file in a location where you can get to it from the new computer For example onto a shared network drive or Zip Drive 2 On the new computer we recommend installing MyBiz using Express as the Setup Type This will put a blank database at that location Restore the database from Step 1 by going to File gt Maintenance gt Restore Database Please contact G Neil Tech Support if you re having problems installing or connecting to the database Note G Neil Tech Support cannot assist you with network issues such as setting up network access rights or checking your TCP IP connection but they may be able to give suggestions to common issues 84 Attendance v amp Neil Appendix C Appendix C Import Export File Format You may import and export only the fields on the Field Layout page There are
117. urrent backup Prompt for backup on Exit This option allows you to turn on or off the message prompting for backup when you close out of the program Backups are very important Report Options Tab These settings affect how all reports will rem appear by default odes Print Preview Toggles on and off previews before printing gt Ho Header Bold Toggles on and off making the Header Title bold Header Line Toggles on and off adding a line under the Header Title Header Shade Toggles on and off shading for Location or Department title row 14 Data Lines Toggles on and off lines to separate data information Print SSN Toggles on and off ability to show Social Security Numbers Print Picture Toggles on and off ability to print picture Print Totals Toggles on and off whether or not totals show up on reports Attendance Tab Fur e Display Model This shows employee PA md totals in days or hours throughout the program depending on your choice Ori Abseres Codes wth Retain Original Absence Class Settings p Fiscal Date used the fiscal date Show Warning on Weekend Assignments Tuesday Show Waring Assignments to Inactive Employees Wednesday will affect Time Off Plans set to accrue Show Waring on innert Ber Hre Date Acc Prompt for Time Off Wizard Satu
118. ve a login ID and password and you can set different access levels for each user Data import If you already have information from a spreadsheet or other program you can save time setting up MyBiz Attendance by importing it Calendar Entering absences is easy Just two clicks and youre done You can also enter unlimited notes Reminders Set pop up reminders for important dates such as employee anniversaries birthdays and reviews Time Off Plans Once you ve set up your time off plans MyBiz Attendance will automatically compute your employees benefit credits debits carryovers and balances Reports You can choose from 18 standard reports and change options to get the information you need Export information to other file formats such as Excel or text too Automatic backup MyBiz Attendance can make sure you have a backup of your important employee information each time you close the program Up to 100 active employees This application lets you manage attendance records and time off for up to 100 active employees Companies larger than 100 employees can easily upgrade to G Neil s Optima Attendance Controller software FREE technical support When you ve exhausted the help and troubleshooting information provided in this Users Guide you can contact Technical Support for free assistance See page 70 for contact information New Version 2 0 Features Scheduling screen Now you can see

Easy employee absence tracking for small business

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