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Product Manual - Time Clock Experts

1. No Default Group Selected y Required a Iv en ambiguous matches occur Import LINK eee RULES c Ask before importing the QuickBooks Employee record Settings into TimeTrax C Never import 30 TIME amp ATTENDANCE SYSTEM Employee Export Link Rules r QuickBooks E 08 Comp Employee Match Employee import Employee Export Re Whenever a TimeTrex Employee record cannot be matched 10 a QuickBooks Employee record ca Required QuickBooks Employee Link Rule Export LINK RULES Settings lote When Important In order to prevent duplication of employee records in either TimeTrax and or QuickBooks please adhere to the following rules Select the above LINKING RULES Always enter new employees in TimeTrax first and then use the TimeTrax QuickBooks link to export the data from TimeTrax to QuickBooks It is strongly recommended to enter an EMPLOYEE ID for new employees entered in to TimeTrax 31 TIMETRAX MOBILE 32 II ESTABLISHED TIMETRAX USER FIRST TIME QUICKBOOKS USER III NEW USER TO BOTH APPLICATIONS Setting Employee Default in New QuickBooks Company Click on Employee Employee Center Right Click on Employee Tab and Select EMPLOYEE DEFAULT Employee Defaults Select USE TIME DATA TO CREATE PAYCHECKS S RT For optimal integration the following settings are recommended In TimeTrax QUICKBOOKS LINK screen click on LINK RULES FI Tune Trax
2. Power Supply 1 7 foot Flat serial communications cable with RJ 45 connectors on both ends 1 RJ 45 to DB 9 serial port adapter 50 Employee cards numbered 1 50 CD ROM with TimeTrax Mobile soft ware and help system 1 Loop back diagnostic plug Please keep in a safe place for future use 1 USB interface w standard RS232 adapter SYSTEM REQUIREMENTS In order to run the TimeTrax Mobile system the following is required PC base computer with a Pentium class or faster processor Minimum 32 megabytes of RAM Minimum 50 megabytes of free space on the hard drive CD ROM drive VGA or higher resolution monitor Mouse or other pointing device Available USB port or 9 pin serial port Microsoft Windows NT 2000 XP or VISTA Printer if hard copy reports are desired Internet Explorer Version 6 or later Additional cards cable extensions and other supplies are available from Pyramid See pages 72 73 for accessories list TIMETRAX MOBILE INTRODUCTION Congratulations on your purchase of the Pyramid TimeTrax Mobile Time and Attendance System TimeTrax Mobile takes proven card reader technology and combines it with the powerful TimeTrax Mobile software to create a time and attendance solution that is highly effective easy to use and can move from job to job FEATURES Manage your employee workforce on the go Standard 50 Employees up
3. APPLY Click after screen changes RESTORE FROM CURRENT BACKUP TIMETRAX SECURITY Restores system database from the backup you just created This is the screen in which you will set RESTORE FROM PRIOR BACKUP Restores User Names and Passwords as well as system database from a backup previously created security for anyone that logs into the TimeTrax Mobile Software The number of users is unlimited Note Pyramid strongly recommends you create a user name and password immediately for data security USER NAME Enter the desired login name PASSWORD Enter the desired password for this user USER LEVEL Enter the desired User Level Levels are explained below DISABLE WAGE ACCESS select this option if you do not want this user to be able to view or change any wage information READ ONLY select this option if you only want to give this user READ ONLY access to the database DISABLE EMPLOYEE NOTES select this option if you do not want this user to have access to the notes information in the Employee Details Screen USER LEVELS Restricted These users can only access the following Punch Details Payroll Details Employee Details Assert Global Pay Viewing Options Date Time Setup Form Reports Exports and Retrieve Punch Data Regular These users can access all of the Restricted Users areas and the follow ing Supervisor Functions Preferences Backups and Archive Reports Bell Schedule and Department Code
4. OK Caes For Non Network PC users 1 Right click on your desktop 2 Select NEW and FOLDER 3 Open the folder right click and paste files 4 Transfer files to the new computer 5 Navigate to the TimeTrax directory and paste the files a E i m m wi 2 2 i Examples of transfer methods are email attachment Pyramid does not recommend this method due to the size of the files Zip Disk or burn the files onto a CD or DVD For Network PC users Navigate to the TimeTrax directory of the computer you are moving the files to and paste the files 63 5 2 wi iu ml am m E Error 1609 U S A Home Editions of XP or VISTA 64 Error 1609 An error occurred while applying security settings Power Users is not a valid user or group This could be a problem with the package or a problem connecting to a domain controller on the network Check your network connection and click Retry or Cancel This error will occur if you are using the U S A HOME EDITION of either Windows XP or Windows Vista TimeTrax Installer Information X Error 1609 An Error occured while applying security settings Power users is not a valid user or group This Could be a problem with the package or a problem connecting to a domain controller on the network Check your network connection and click Retry or Cancel XP Home In a Command Shell Start gt Run gt cmd gt OK type net
5. oK Cancel Help Required steps to properly integrate TimeTrax and Quickbooks will vary depending on which product you are currently using and which product you are adding Please select which of the following scenarios describes your situation I EXISTING QUICKBOOKS USER NEW TO TIMETRAX II EXISTING TIMETRAX USER NEW TO QUICKBOOKS III BEGINNING BOTH SOFTWARE PROGRAMS SIMULTANEOUSLY and follow the steps below I ESTABLISHED QUICKBOOKS USER FIRST TIME TIMETRAX USER QuickBooks employee PAYROLL INFO settings After the integration any new employee records that are exported from TimeTrax into QuickBooks will automatically be setup with the required default preferences for TIME TRACKING This does not apply to already established QuickBooks employee records Please verify that each of these employee records is also set to TIME TRACKING and correct the preference setting if necessary 28 TIME amp ATTENDANCE SYSTEM Open each respective employee record and select PAYROLL AND COMPENSATION INFO Check USE TIME DATA TO CREATE PAYCHECKS M Mew Employee Check this option Engloyes ix covered by a qualified pensen plan Importing QuickBooks employee records into TimeTrax In order for TimeTrax and QuickBooks to be in sync the QuickBooks employee records need to be imported from QuickBooks into TimeTrax In the TimeTrax QUICKBOOKS LINK screen click on LINK RULES For Payrol TimeT
6. A Central PC E TimeTrax Mobile B RJ45 to DB9 Adapter PN 41400 PN TTMOBILE C USB to RS232 Adapter PN 41685 F AC Power Supply included in shipment D 7 RJ45 Flat Cable PN 41539 G Standard 115v Wall Power Outlet OPTION 1 PC has an available Serial 9 pin COM port Connect the 7 RJ45 cable fig D to the RJ45 DB9 adapter fig B This will then connect to the back of your PC fig A OPTION 2 PC only has a USB part Impartant Make sure the TimeTrax software is pre installed prior ta any hardware and cable connections Connect the 7 RJ45 cable fig D to the RJ45 DB9 adapter fig B and then connect the RS232 USB adapter fig C to the back of your PC fig A Note If you purchased SQL page 49 see that section of this manual for additional installation instructions TIMETRAX MOBILE Multiple TimeTrax Mobile Units Follow the instructions for the Single TimeTrax Mobile unit as described on page 5 In this case each terminal will have to be connected one at a time to download the punches To download punches from multiple TimeTrax Mobile Recorders simultaneously connect a Pyramid Multiplexer P N 8050 sold separately to the PC and then connect each terminal to the Pyramid Multiplexer as shown below Verify proper connections and download the punches from the Initial Communications Form as shown on page 4 Multiplexer The Pyramid Multiplexer is a device that allows TimeTrax soft ware to inte
7. Punch Report Shows the first IN and last OUT punch for a selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD Detailed Payroll Report Combines the PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report if selected Card Report Shows CARD NUMBER and the EMPLOYEE NAME the card is assigned to Card Report Comprehensive Shows CARD NUMBER and the EMPLOYEE NAME the card is assigned to as well as the employee status Employee Card Report Shows the EMPLOYEE GROUP NAME EMPLOYEE NAME EMPLOYEE ID and all cards assigned 23 TIMETRAX MOBILE 24 Employee Contact Information Shows NAME ADDRESS HOME PHONE and WORK PHONE Employee Seniority Report Shows EMPLOYEE NAME ID NUMBER HIRE DATE and DAYS EMPLOYED You can sort by either 30 60 90 or 410 DAY BANDS or BY NAME or BY DATE HIRED ARCHIVE REPORTS Once a payroll record is approved it is placed in Archive Archive Reports allow you to run reports from the date TimeTrax Mobile was installed up to and including the current date Select who is included in the REPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES 3 START END DATES Piscean pi oa NS E i Select the dates you want included in the REPORT Meam ACTIVE INACTIVE ee EMPLOYEES Select just active or active and inactive to appear on REPORT Choose REPORT Pay History Report Shows a history of total regular overtim
8. i eee ror vgra 2 Pay Penod ss oeste egy ra 2 10 PAYCHEX Paylink sci sivas esd tena ses 46 PAYCHEX PREVIEW cesse secs eere RR ERU 45 Payroll Details iiec bee OR soccer 21 Payroll Group Setup 00 cece eee 9 Payroll Report excitan rr RR 23 24 Payroll Tab viii 20 Preferences enses une b he ERE 16 25 28 Prodata Evolution edes eu Kida teens 47 Punch Details escoria ERR 16 18 20 Punch Editing iss si Re ee 20 Punch Repott iiss se c meets 23 Q QuickBooks Communication 26 QuickBooks Existing User 35 QuickBooks First Time User 32 QuickBooks Importing 00 29 QuickBooks Integration 00 25 QuickBooks Payroll Items 34 QuickBooks 2007 Troubleshooting 70 R Rate Mol comicas 10 Regulat scort 17 Regular Pay coner rias 12 Reports EXPORS ancianos 23 Restore from Current Backup 1761 Restore from Prior Backup 17 Restoring Database etes eee erue 60 Restricted it 17 REUS arica YARD STR os 71 Running Totals esercito 16 S Saturday Overtime wisi sese cedere 12 SEGUI cis sls ecce bad toate bees 17 DENIOTIEVREPOLE da Patra cies Coda eso e 24 Serial Cable Installation o o 5 SQIVED arenei rarr ESRREUC UUb E RE I dern 49 Service Support Platt 1e Eee 76 TIME amp ATTENDANCE SYSTEM Setup TaD sec Erin A eR DAE E a ec 19 Set p Wizard sssekhercers itr te us 9 Shift
9. MOBILE DEPARTMENT CODES 48 Department Codes allow employees to change Departments or Jobs throughout the course of a workday Department Codes could be used when an employer wants to capture time by job and employee versus employee alone An employ ee would swipe when leaving one department or job to start working under a new department or job Note Department codes are not a standard feature on all models but can be purchased separately by calling Pyramid at 888 479 7264 You can access the Department Code feature via WORK RULES on the vertical icon bar You must select the box ENABLE DEPARTMENT CODE ENTRY AT THE TIME RECORDER S in order to use this feature Select ADD and assign a numeric code maximum 4 digit for each department Enter a text description for each department Select Save and enter the remain ing Department Codes Next go to employee details and assign a primary Department Code for each employee in the DEPT field If you have Department Codes activated when your employee clocks IN and OUT their default Department Code will populate Use the keypad to select the appropriate department Select to activate feature Add Save TIME amp ATTENDANCE SYSTEM SOL SERVER SOFTWARE INSTALLATION SERVER COMPUTER x E oh mn Be em 75 TES E Gu B nee M CLIENT COMPUTER RETE LI CLIENT COMPUTER IMPORTANT Software must be fully installed PRIOR to conn
10. Network Agent must be running to allow database access over the network Without the TIMETRAX Network Agent up and running Client TIMETRAX computers cannot run TIMETRAX To eliminate this situation The TIMETRAX Network Agent should be set to run as a background task on the Server computer Using your Microsoft Windows Task Scheduler schedule the TIMETRAX Network Agent to start after the computer boots up From the Control Panel Start gt Settings gt Control Panel double click the SCHEDULED TASKS icon Double click on ADD SCHEDULED TASK This will start the Scheduled Task Wizard Scheduled Task Wizard x This wizard helps you schedule a task for Windows to potom You select the progam you want Windows lo nan and then schedule it Koc a convenient time Cick Next to continue Scheduled Task Wizard X Click NEXT pase Bento 70 debe Renin Speed Launch 7000 vem em Click BROWSE 55 TIMETRAX MOBILE Select Programm te Scheide Select Program Files Pyramid TIMETRAX Double click on PYRTT NET EXE Fr The ome Poza Scheduled Task Wizard x A nare for Ges tad The taik name can be Fame nome a the program name Task Name should pre fwr Na gg populate however if it Pado Bis tank does not enter PYRFTNET C p C Wey C Merihiy Mid Select WHEN MY pM COMPUTER STARTS Click NEXT Scheduled Task Wizard EF E Erter the nam
11. Payroll Group or INDIVIDUAL EMPLOYEES in the Selected Payroll Groups If you choose EMPLOYEE BY GROUPS you are selecting every employee within the selected employee group If you click on INDIVIDUAL you must click on each individual that you wish to assert the global special pay FOURTH FIFTH SPECIAL PAY ENTRY Miser Spectat Popii Tw babectent Empieeni und Poy Period Choose the special pay category the date if the a pay category accrues towards overtime you will be required to enter the date If the pay category I does not accrue towards overtime you will be required to choose either the PAY BY AMOUNT Dollar Value or PAY IN HOURS You can exclude special pay for employees who were hired less than a user definable number of days WORKDAYS AND WORKWEEKS Note This feature is only available if the Enable Workdays Setup and Track Absences box is checked in preferences See page 16 Selecting this preference will place the associated icon in the payroll tab on the vertical icon bar This is where you will setup the days that Individual Employees Employees within Employee Groups or Employees within Payroll Groups normally work ONLY THE REGULAR WORKWEEK This will set ONLY the workweek template for a specified individual or group You will enter what days make up your regular workweek ONLY THE PAY PERIOD WORKDAYS This will set ONLY the workdays for a specified individual or gr
12. Right click on QuickBooks PDF Converter and select Properties from the drop down menu Select the Ports tab Choose a Port other than COMI that is not in use and click OK QuickBooks 2003 Link Failure 70 The new QuickBooks 2007 upgrade also moves the location of the company file from the Application Folder to a special folder located in the Shared Documents folder For customers upgrading from an earlier edition of QuickBooks you will need to correct the path in the software To do this follow the instructions below Open the Pyramid time and attendance software Select the Reports Export tab Under Export Specification Select QuickBooks 2003 link from the dropdown box Select Setup Export tab Select Browse in the QB Company File Name box and double click on QuickBooks Company File TIME amp ATTENDANCE SYSTEM WARRANTY INFORMATION REGISTERING TIMETRAX MOBILE Please be sure to complete the product registration form online at www pyramidtechnologies com to activate your Technical Support Hardware Warranty RETURNS Returns on non defective equipment can be made within 30 days of purchase for a full refund after inspection Returns on non defective equipment made after 30 days but within 60 days of shipping will be accepted after inspection and are subject to a 15 restocking fee Returns after 60 days will not be accepted LIMITED HARDWARE WARRANTY e Pyramid warrants the TimeTrax Mobile equipment to the orig
13. Warnitlgs eser Re catas 12 Software Cannot Locate the Time Recorder 59 Special Pay iios siad ere pee 21 22 No 49 Sunday Overtime ooooooomccncomm 12 SUPER eos ei e aiden ey 17 Supervisor Functions eee ees 18 Support Poldet oreet e me oes 68 Support Plains 76 Mr n eee exte 18 Sync Employees with QuickBooks 16 System Crash aeree rer Re d ecw 60 System Requirements 0008 1 T Technical S pport x c eese toeet Ens 71 Technical Support Plan o o o 76 Terminated cca oorr id eee 13 Time Card Report v ete t het RR 23 Time OE Day AA ass C AU EE 16 Time Source amp Sync Standard 18 Time Totals ceo phe rer eee 16 TimeTrax Mobile Setup Wizard 9 TimeTrdx Secuttty tret ree XXX 17 Track ADSence aea aee mes elei thes 16 Troubleshooting Guides 58 70 U Un ApproVe a we rr eco nen 21 Uppertase eiii aia deste brutes ds 16 User Levels cidad 17 Uset Name ii isa pra ei 17 Using Car Charger icc sas aa ite en 4 Using Employee Cards 0 ooooooomoomo o 4 Using the Time Recorder 04 3 V Vertical Icon Bar 15 16 22 48 60 62 w Wanay cerdas ass 71 Weekly Overtime soup cadetes 10 11 What s In The Box univer 1 Windows 1 50 53 58 60 64 69 Workdays Workweek o ooocooooco mo 22 75 TIMETRAX MOBILE 76 gt Pyramid Tee nologies Tech nical upper P
14. a required field ENTER EMP Pyramid strongly recommends entering a unique employ ee ID for each employee in TimeTrax ENTER SSN Employee Social Security Number BE SURE TO SAVE EACH EMPLOYEE RECORD Last First MI Employee Group Address 1 Address 2 City St Zip Home Phone Work Phone Hourly Pay Rate Inactive Anniversary Terminated Hired Notes Enter Last Name required field Enter First Name required field Enter Middle Initial Assign the employee to the Employee Group he she belongs to Enter Street Address Enter Alternate Street Address Enter City State and Zip Code Enter Home Phone Enter Work Phone Enter Hourly Pay Rate Check box if employee terminates employment To view inactive employees click VIEW INACTIVE EMPLOYEES on the bottom left side of the screen The date that benefits commence The date the employee terminates employment The date the employee was hired Enter any pertinent employee data To show hide Employee Notes select FILE Show Employee Notes from the top menu bar 13 TIMETRAX MOBILE CHANGING PAYROLL GROUPS 14 TimeTrax does not allow you to move an employee from one payroll group to another To do so you must follow the instructions below Finish out the current pay period Note Changing a payroll group during an existing pay period may impact the integrity of your data nactivate the employee record Click on the Edit bu
15. in either TimeTrax and or QuickBooks please adhere to the following rules Select the above LINKING RULES Always enter new employees in TimeTrax first and then use the TimeTrax QuickBooks link to export the data from TimeTrax to QuickBooks t is strongly recommended to enter an EMPLOYEE ID for new employees entered in to TimeTrax 33 TIMETRAX MOBILE 34 TIMETRAX PAY ITEMS AND QUICKBOOKS PAYROLL ITEMS In order for QuickBooks to generate Payroll data the following steps are required The QuickBooks TIME TRACKING OPTION must be enabled See Pages 25 26 QuickBooks Payroll must have been set up Important QuickBooks Payroll Items will only be visible in QuickBooks after a QuickBooks Payroll Processing Option has been selected and QuickBooks Payroll has been set up If you are a new QuickBooks user please consult your QuickBooks help for Payroll selection and Payroll setup After payroll setup click on LISTS The menu item PAYROLL ITEM LIST will now be available PTI 02 QuickBooks Enterprise Solutions Professional Services Ed ld File Edit View Lists Professional Company Customers Vendors e amp Chart of Actos Home Customer Item List Ttem Name Holiday Hourly Rate Other Overtime Hourly Rate Overtime Hourly Rate Click on LISTS PAYROLL Sick Pe epe itai ITEM LISTS lut 6 Home Customer Center Vendor Center Employee Center E Report Center Overti
16. localgroup Power Users add hit ENTER Once it states command completed successfully open the software again and you will be fine VISTA Home Right click on desktop and select NEW and then SHORTCUT create Shortcut z This wizard helps you to create shortcuts to local or network programs fies folders computers or Internet addresses Type the locabon of the tem Browse Check Next to continue Select NEXT and FINISH Vista will create an icon on your desktop Right click and Run as Administrator When you get the box below type NET LOCALGROUP POWER USERS ADD Once it states command completed successfully open the software again and you will be fine 65 a ze i m wi eg i VISTA and USB Adapter Driver TimeTrax Mobile install CD includes a Driver for the USB adapter If you are running VISTA and receive a message that the software CANNOT FIND THE DEVICE DRIVER you will need to follow the instructions below Disconnect the USB adapter from your computer Navigate to C Program Files Pyramid TimeTrax 4i WIEST CD Progam fies Pyramid Dinaha Decet I s guca LIMA IP Appa mos bten DI Ico e VIVIDA 206444 Ags bten IDO 188 404 Tet Once PROPERTIES Locate the file USBSetup exe Vie Des 4 MON MU hopia men tua em sment KAIOA DAS PA Locate the file USBSetup USBSetup exe Click on it with the Right Mouse butto
17. need to go to the EMPLOYEE DETAILS ICON on the PAYROLL TAB on the VERTICAL ICON BAR and click on the VIEW INACTIVE EMPLOYEES TAB so those punches will not come through as unassigned a E s m wi 2 m f you re assigned a card number to a new employee all punches from both the previous and new employee will go to the card number You will need to manually review the duplicate card number and determine which punches should be deleted Pyramid does not recommend reusing a card number for at least 3 pay periods Click VIEW INACTIVE EMPLOYEES 61 5 2 wi kil mal e For each employee go to edit button and uncheck the INACTIVE check box located under HOURLY PAY RATE From the PAYROLL ICON on the VERTICAL ICON BAR click GET PUNCHES Press the F12 key on your keyboard and the screen below will appear Click EMERGENCY DOWNLOAD ALL STORED PUNCHES Once the emergency download is complete make sure you go back and make the employees that you activated inactive again Click HIDE THE INACTIVE EMPLOYEES Tab Note Pyramid highly recommends the use of surge protectors to prevent data loss In the event that you are in an area where power surges are common Pyramid recommends the use of a battery backup system In the event that you cannot recapture your data using these methods please contact Pyramid for additional support Movi
18. recommended that punches should be retrieved on a regular basis for two reasons 1 The larger the number of new punches retrieved the longer it takes for downloading to the TimeTrax Mobile database 2 In case of catastrophic equipment failure of the time recorder such as lightning or violent impact the punches will not be lost CHARGING THE BATTERY Note There is no battery indicator light We suggest fully charging the unit once per week four hours If the battery runs too low time will have to be reset However punches data will not be lost if the battery runs too low Connect the AC Power to a 115 volt electrical outlet and the other end to the TimeTrax Mobile charge port The TimeTrax Mobile Time Recorder requires a minimum of 4 hours of charging prior to first time use During the charging process the charge light displays a constant green Fully charged the TimeTrax Mobile battery life is 50 hours The Sleep Mode offers battery conservation by automatically shutting off after 15 minutes of non use allowing longer periods between recharges Pyramid recommends frequent recharging When the TimeTrax Mobile is in Sleep Mode and an employee needs to swipe the On Off switch needs to be turned off and then back on to bring the unit back into ready mode Sleep Mode does not move the switch to the OFF posi tion but it shuts down the power as if it did TIMETRAX MOBILE USING THE CAR CHARGER The Pyramid TimeTrax Mobile offe
19. 44 Get PUNCHES viii 20 61 62 Global Special Pay eene eot 22 Grace WINdOW vieras tol nas 12 H Hardware 4 5 49 59 60 71 73 ited est rebos wid DEBIT edek us 13 Home Phone osuere ida 13 Hourly Pay Rate rrr Ren 13 Hours Summary Report 00 24 I Importing Employees from QuickBooks 25 Inactive devorar cease abe oe agen 13 Inactive Employees 13 24 61 62 Initial Communication Form 8 Insert PUNCH 4 ius cone xen 20 Installing the Software 0005 7 Introduction ea rrr eres 2 K Keypad EMMY comentaris e rene 19 L Last Name caia rss 13 Limited Hardware Warranty 7 Link Rules er Rr ER ht nee 29 LogIn WindOW ki lIt n eel ee gana dae 8 Loop Back Plug erant 1 60 Lunch Rules 5 i cere ether 12 M Middle Initial ooo rp err RII 13 Minimum System Requirements 1 Missed Out coi se err ert hn 20 Missed P ncli iem canti 11 20 Monthly Semi Monthly Pay 11 Moving TimeTrax Mobile From One Computer to Another 62 Multiplexers ccvatatuninhiitanisandanees 6 Multiplexer TrimTrax Mobile Units 6 N Network PC Usets sees eek emm 63 Non Network PC Users oooomoo o o 63 NOTES 13 P Parts Dist eee rh n re t os 72 Password 0 cece eee 8 17 52 56 59 Pay Cat gories suscrita 10 Pay History Report 2e rne 24 Pay Interval Ro nd
20. ADES All maintenance upgrades must be done on the Server computer and in the standalone mode Standalone means that the database is not available over the network but only to the user running it on the machine that hosts it Server To disallow access to the TIMETRAX database over the network make sure that the TimeTrax Program is closed on each Client terminal Then right click on the TIMETRAX Network Agent icon blue pyramid in the system tray on the lower right corner of your screen Select Exit The icon will disappear from the tray and restrict communications with the Client s To turn it back on double click the TIMETRAX Network Agent icon on your desktop The blue pyramid icon will return to the system tray and the Client s can access TIMETRAX from their terminals Alternatively the TIMETRAX Network Agent can be started and stopped with the Windows Task Scheduler See Running TIMETRAX Network Agent as a Background Task DATABASE INFORMATION 54 The TIMETRAX database under SQL Server is the SOL Server Instance PYRTECHDB PYRTECHDB is comprised of six files stored at C Program Files Pyramid Data MSSQL PRTECHDB Data The files are named as follows 1 PyramidFASTTIME mdf 4 PyramidFASTTIMEArchive ldf 2 PyramidFASTTIME ldf 5 PyramidFASTTIMEExport mdf 3 PyramidFASTTIMEArchive mdf 6 PyramidFASTTIMEExport ldf TIME amp ATTENDANCE SYSTEM Running TIMETRAX Network Agent as a Background Task The TIMETRAX
21. Attendance System is an extremely easy Ito use system featuring a Plug amp Play installation that can seemlessly grow with your company from a single terminal to a multi terminal system The TimeTrax system can also optionally include synchronized wall clocks and bell horn systems This ITimeTrax software comes with many features such as variable pay rates and pay periods and can export to most payroll systems Click YES to continue To begin using TimeTrax a Payroll Group must first be created Do you want to create a Payroll Group now f No Later No Never PAYROLL GROUP SETUP Payroll Groups categorize how groups of employees are paid As an example Sales Department employees are paid monthly and Production Department employees are paid bi weekly Sales and Production would be two different Payroll Groups If your company pays all employees on the same schedule you should have only one payroll group It is important to note that once an employee is placed in a Payroll Group they cannot be moved to another Payroll Group You will need to make the employee inactive in the first Payroll Group and enter them into the new one Click the ADD button to start Ld Deters La TIMETRAX MOBILE Select your Pay Period Note Hourly employees paid on a Monthly and Semi Monthly basis could accrue overtime in one Pay Period that is applied to the next Select the day that your Pay Period starts on Select the t
22. ENSIONS FOR KNOWN FILE TYPES is unchecked These are your database files and contain all of your information Copy these files to the DATA folder on your desktop To do this select the first file and single left click so that it is highlighted hold the CTRL key on your keyboard and select the other 5 files Choose EDIT gt COPY and close out Open the DATA folder on your desktop and choose EDIT PASTE It is very important that you have all 6 files in your DATA file before moving forward Close all open windows Navigate to Control Panel and select ADD REMOVE PROGRAMS Locate TIMETRAX on the list and choose REMOVE 53 TIMETRAX MOBILE Once the program is removed navigate to My Computer C Program Files Pyramid and delete the PYRAMID FOLDER Once you have created a folder on your desktop with the database files and uninstalled and deleted the program and folder as instructed follow Step 1 and 2 of the instructions for the New SQL Install Steps 1 and 2 Pages 50 52 When the Server is completely installed before accessing the TimeTrax Program go to the folder on your desktop named DATA and choose EDIT SELECT ALL gt EDIT gt COPY All 6 files should copy over Navigate to My Computer C Program Files Pyramid TimeTrax and choose Edit gt Paste into the TimeTrax folder Choose YES TO ALL to replace the existing files Continue with Steps 3 5 of the New SQL Install instructions Pages 52 53 MAINTENANCE UPGR
23. I m wi z 2 m yy Prolific USB to Serial Comm Port COM3 UP Device driver software installed successfully NEL ESA 67 5 2 wi kil l m e Troubleshooting Support Folder 68 Pyramid enclosed a Support Folder on the Server CD that does not load onto the Server during installation The Support Folder contains workarounds in the event that your Server requires other programs that need to work with TIMETRAX To access the Support Folder put the TIMETRAX or the TIMETRAX SQL SVR CD into the CD ROM of the Server computer When the CD begins installing click CANCEL Navigate to your CD ROM drive right click and select OPEN Select SUPPORT m lp ya qe frome be onm E baa c Quee m i Gu X Te Se J ee A description of and use for each folder within the Support folder is described in more detail on page 69 DataDynamics ActiveReports 2 Execute when TIMETRAX reports are not printing correctly JET and MDAC Execute MDAC first and then JET order specific when you receive any error message relating to database issues MSXML 3 0 SP1 The XML Processor needed for the QuickBooks 20034 Link to run QB Begin Session Diagnostic May be used to help troubleshoot QuickBooks linking issues Serial Port Tester Tests the validity of the computer serial port if TIME TRAX cannot locate the time recorder and troubleshooting efforts point
24. Pyr mid Time Keeping Made Simple WH aa zz v de AA TT Time and Attendance System xp i TO PLACE AN ORDER CALL 866 487 4751 Time Clock Experten 1O NENA REFERENCE GUIDE Inside Front Cover Inside Back Cover ARE BLANK Time Clock Experts com X TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM TIME amp ATTENDANCE SYSTEM Time Trax mobile Time Clock Experts com 2 TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM REFERENCE GUIDE TIMETRAX MOBILE TIMETRAX MOBILE PRODUCT amp SOFTWARE LICENSING AGREEMENT Copyright 2001 2007 Pyramid Technologies LLC Portions of this program Copyright 1991 2005 Microsoft Corp Portions of the report generation software are distributed under a licensing agreement with Data Dynamics Ltd Portions of this program Copyright 1994 2000 eHelp Corp All rights reserved Portions of this program Copyright 1990 2005 Info ZIP and distributed under license dated 2005 Feb 10 Portions of this program Copyright 1999 vbAccelerator com and distributed under their Software License Version 1 0 dated 2002 This product includes software developed by vbAccelerator http vbaccelerator com Warning This computer program is protected by copy right law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may res
25. QuickBooks Link Version 42 3 xj For Payroll TimeTrax Payroll QuickBooks Employee Syne Q6 Company File Name CCM to Regular Pay Item Prourty Rate T Sync Hourly Rate Click on LINK RULES 25 ore to match Employee records Update fields in TimeTrax Employee records QuickBooks gt T imeTrax Ask before importing E Note When specifying a QB Company File Name be sure to TIME amp ATTENDANCE SYSTEM Employee Match CI Employee Match Employee Import Employee Export C Match only on Employee ID Uniquely match on these fields weighted in this order Employee ID Social Security Number Last Name Required First Name First Initial Middle Initial Employee Match LINK For each QuickBooks Employee record that matches a RULES Iv TimeTrax Employee record always fill in blank fields in Settings i the QuickBooks record with the entries made in Time Trex Note Social Security Number entries cannot be filled in Employee Export CI 0 Employee Match Employee Import Employee Export Whenever a TimeTrax Employee record cannot be matches to a QuickBooks Employee record c Always exportthe TimeTrax Employee record into QuickBooks Required Ask bef ring the TimeTrax Emp rd into Employee c a Me on epa ng the TimeTrax Employee record in Export LINK i RULES C Never export Settings Important In order to prevent duplication of employee records
26. Sunday Overtime Allows the employer to specify whether or not Sunday is automatically overtime regardless of the number of hours worked during the regular pay period 7th Day Worked Overtime Allows the employer to specify whether or not an employee who works 7 consecutive days is eligible for overtime regardless of hours worked during the regular pay period Lunch Rules Allows the employer to specify whether an employee must punch out or have lunches automatically deducted or any combination of both You can choose both Automatic Lunch Deductions and No Deductions if the employees within your Employee Group will perform multiple activities where they may not be able to consistently punch Enable Lunch Warnings Allows the employee to punch at any time but will generate a warning when an employee punches outside of the defined lunch The user can define the warning based on minutes before or after the lunch starts or ends Grace Window The number of minutes that the employer will allow before a warning is generated for lunch punches TIME amp ATTENDANCE SYSTEM EMPLOYEE DETAILS SETUP This section is where individual employee information is stored For QuickBooks users please see the section on Importing Employees from QuickBooks SELECT payroll group employee will belong to and then click ADD to continue CARD 1 2 3 TimeTrax Mobile allows up to 3 different card numbers to be assigned to each employee Card 1 is
27. TAB Normal setup handled one time setup initially through for systems the wizard administration These Icons can also be seen on the top menu bar by selecting FILE Show More Menus 15 TIMETRAX MOBILE CONFIGURE TAB e Date Time Setup This is the screen in which you will make any adjustments necessary to the TimeTrax Mobile date and time as well as Daylight Savings Time settings Note Daylight Savings Time is based on 2007 law Zenit Preferences This is the screen in which you will define the preferences for your system settings Click SAVE and EXIT button when completed ee a FORCE TEXT TO UPPERCASE Ram 3 Select this option if you want all text entries to be UPPERCASE SYNC EMPLOYEES WITH QUICKBOOKS AT STARTUP Select this option if you want TimeTrax and QuickBooks to attempt to sync employee records each time the software opens This option will only appear if QuickBooks is installed on the same computer DISPLAY RUNNING TOTALS IN PUNCH DETAILS GRID Select this option if you want to see cumulative totals in DATE FORMAT The format in the Punch Details Window which you want the date displayed in the software as well as on reports ENABLE WORKDAYS SETUP AND TRACK ABSENCES Select this option if you want to have Set Workdays setup and Absences reported Selecting this option will open the feature and the associated icon can be format in which you want the times accessed from the Payroll Tab on
28. This option will only show if the Keypad used for Punch Entry has been selected under ADVANCED SET UP PREFERENCES This function will be used to set up the supervisor cards With these cards the supervisor will have the capability to enter a swipe into the recorder whenever an employee forgets to punch in The supervisor can only enter the swipe for the current time The administrator will still have to make the change to the PUNCH DETAILS to have the time show correctly The field for the CARD NUMBER only holds two digits The employer should select a range of cards that will be allocate those numbers to anyone An employee designated to have a dedicated to Supervisor Cards and do not else Supervisor Card should use that card only in a supervisory function If that supervisor is an hourly employee the Supervisor Card should be separate from his or her own employee swipe card To enter the swipe when an employee forgets to punch in 1 Swipe the SUPERVISOR CARD through the Time Recorder 2 Enter the card number of the employee who forgot to punch 3 Make sure you let the administrator know about the punch and what the correct time was supposed to be so the correction can be made 18 TIME amp ATTENDANCE SYSTEM SETUP TAB Employee Groups and Payroll Setup is addressed in initial TimeTrax Mobile Setup Wizard KEYPAD ENTRY Using the Keypad Punch records can be entered using the keypad on the time re
29. UPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected Enter your company code as pro vided by ADP Select the drive and location where you want the export file to be saved Click CONTINUE EXPORT and SAVE ANY CHANGES to export and save the file where you selected Congratulations you have successfully created and saved an ADP EXPORT FILE You will need to contact ADP to obtain steps on how to import the file you created and saved into ADP software 43 TIMETRAX MOBILE GENERIC TEXT EXPORT 44 The following are instructions for setting up and using the GENERIC TEXT EXPORT contained in the TimeTrax Mobile You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your pay roll service provider It is also required that individual payroll records are a
30. UR SERVER TIMETRAX SQL SVR Install the Server Edition on the one computer that will store the database and respond to database access requests Please note the following before selecting which of your computers will act as the server e Windows version must be Windows NT4 SP6A or Windows 2000 SP4 or XP SP1A or later e SQL Server must not be placed on compressed file systems or a remote network drive such as a shared network directory It must be located on the C Drive of the Server computer Once you establish the server files stored on the server cannot be relocated The Windows User running the Server must have full administrative rights You MUST install the Server Edition before any Client Edition is installed NEW SQL INSTALL Step 1 Install the TIMETRAX SOL SVR into the CD ROM of the machine you have designated as the server The Install Shield Wizard will begin InstallStueid Wizard Faime secans that the lollowang requenserds be wulalied on your cormpules pror lo Palang thes applcahon Click OK to begn netaling Pese requrements Note If your server computer already has another product that utilizes MS SQL Server 2000 MSDE the TIMETRAX SQL_SVR installer may fail to install the database system that TIMETRAX SQL requires See Troubleshooting for further assistance Stone Reqantment Pending Microsoft SOL SP4 Click OK 50 TIME amp ATTENDANCE SYSTEM When the InstallShield Wizard co
31. YCHEX PREVIEW EXPORT contained in the TimeTrax Mobile You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected PAYCHEX will provide BRANCH CLIENT and SITE NUMBER for this export Select the drive and location where you want the export file to be saved Frog Prey etre onte hack pre Mene A Click CONTINUE EXPORT and fart Aey Charges SAVE ANY CHANGES to export and save the file where you selected Congratulations you have successfully created and saved a PAYCHEX PREVIEW export file You will need to contact PAYCHEX to obtain steps on how to import the file you created and saved into PAYCHEX software 45 TIMETRAX MOBILE PAYCHEX PAYLINK EXPORT 46 The following are instructions for setting up and using the PAYCHEX PAYLINK EXPORT contained in the T
32. a year from the Commencement Date The costs of procurement of substitute goods or Support Plan shall terminate immediately services loss of use of equipment or facili upon nonpayment of the fees for the Support ties or interruption of business arising in any Services ordered Pyramid reserves the right way out of this service agreement under any to cancel this Support Plan at any time or theory of liability whether or not Pyramid change the fees terms conditions support has been advised of the possibility of such features procedures pricing and support damages These limitations shall apply availability upon thirty 30 days notice not withstanding the failure of the essential purpose of any limited remedy WARRANTY AND DISCLAIMER Pyramid will use reasonable effort to provide GENERAL support services under this Support Planina Customer may not transfer this Support professional manner but Pyramid cannot Plan This Support Plan supercedes all guarantee that every problem question other written and oral proposals purchase raised by Customer will be resolved Nothing orders prior agreements and other commu in this Support Plan shall be construed to nications between Customer and Pyramid guarantee that any question or problem will concerning the subject matter of this be answered or resolved in a specific time Support Plan and constitutes the entire frame Nothing in this Support Plan shall be agreement between Pyramid and Customer co
33. an Pyramid Technologies LLC Pyramid and the Company Customer ordering the Pyramid Technical Support Plan Technical Support Plan hereby agree that the follow ing terms and conditions shall govern the delivery of support services by Pyramid to Customer under the Technical Support Plan with respect to the applicable registered Pyramid products Ordering the Technical Support Plan indicates Customer s accept ance of the terms and conditions contained in this Service Agreement This Technical Support Plan is effective upon receipt of pay ment by Pyramid Commencement Date SERVICES Pyramid will provide customer support Monday through Friday With the purchase of a Pyramid Time and Attendance system you receive 90 days of free support services from the date of purchase Proof of Purchase may be required Thereafter you must be in a valid contract to receive support services You may purchase a 12 month renewal plan by contacting Pyramid Technologies toll free at 888 479 7264 or emailing custsvcOpti cc Renewal plans include a copy of the current version of software RESTRICTIONS Pyramid may limit or terminate the support services being provided to any Customer who uses the support services in an abusive or fraudulent manner as determined by Pyramid in its reasonable discretion Examples of such use include but are not limited to willful misrepresentation of answers to troubleshooting questio
34. and the associated pay items to QuickBooks 37 TIMETRAX MOBILE 38 Next TimeTrax will display the following message Pra 34 M NOTE The following Payroll tems had to be created for this export Click OK Rate Overtime Hourly Rate Overtime Hourly Rate 2 Please look over the QuickBooks company file and perform so And QuickBooks will show the new Items in the Payroll Items list mmm fA PTI 02 QuickBooks Enterprise Solutions P taj File Edit View Lists Professional Compan e d 6 Home Customer Center Vendor Center Empl TimeTrax Pay Items in Holiday Hourly Rate QuickBooks list Other Overtime Hourly Rate Overtime Hourly Rate 2 QB Hourly Pay Hourly Wage eA Earned Income C Federal Tax Federal Unemolovment Federal Tax Right click on the QuickBooks Payroll Item that needs to be merged with the TimeTrax Pay Item In this example QB OVERTIME HOURLY PAY 2 will be merged with TimeTrax generated Payroll Item OVERTIME HOURLY RATE 2 Holiday Right click on hourg Payroll Item and Overtime Hourly Rate click on EDIT Overtime Hourly Rate 2 Edit Payroll Item TIME amp ATTENDANCE SYSTEM In the displayed editing screen change the displayed QuickBooks Payroll Item name to OVERTIME HOURLY RATE 2 and click NEXT dit payroll item Hourly Wage QU Overtime Hourly Pay 2 1 Over write the ME eren pechod ond payrol displayed QuickBooks gi ceret Payroll Ite
35. and the new version can be verified by Selecting HELP and then ABOUT TIMETRAX from the menu bar The version number should match the version number labeled on your CD Software Cannot Locate the Time Recorder QuickBooks users see page 25 41 for additional information Following is an example of one of the messages you may see in TimeTrax Mobile STEP 1 Verify that the hardware is set up correctly Pyramid TimeTrax Mobile units require COM Port for connection You must first attach the DB9 included in shipment to your PC Check to see if the wider side with holes will connect into an available port on the PC g E ze m wi 2 i f it does screw it in securely Connect the 7 flat cable included in the shipment to DB9 and connect the other end of the white Cat5 cable to the port in the back of the time clock Note The 7 flat cable should never connect directly to the computer It should always connect to the DB9 and the DB9 should connect to the computer If the DB9 does not fit into a port on the computer you will need a USB to RS232 adapter to connect the DB9 to your computer You can purchase this adapter through Pyramid P N 41685 You must first run the driver before attaching the USB adapter located in the support folder of the install 59 USB to RS232 adapter PN 41685 For computers with only a USB port Important Make sure that the TimeTrax sof
36. bility and Your exclusive remedy shall be at Pyramid Technologies LLC s option either a return of the price paid by You for the TimeTrax Mobile software not to exceed the suggested U S retail price if any b repair or replacement of the defective TimeTrax Mobile software or c re performance of the Support Services This Limited Warranty is void if failure of the TimeTrax Mobile software has resulted from accident abuse or misapplication Any replacement TimeTrax Mobile software will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer NO OTHER WARRANTIES TO THE MAXI MUM EXTENT PERMITTED BY APPLICABLE LAW Pyramid Technologies LLC 48 Elm Street Meriden CT 06450 www PyramidTechnologies com 2007 Pyramid Technologies LLC All rights reserved PYRAMID TECHNOLOGIES LLC AND ITS SUPPLI ERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE TIMETRAX MOBILE SOFTWARE AND THE PROVI SION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THE LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTH ERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION Some states and juris dictions do not allow disclaimers of or limitations on the duration of an implied warranty so the above limitation
37. corder if this has been enabled in the software in either of two ways Certain cards can be designated as supervisor cards in the program After a supervisor card is swiped the keypad is temporarily enabled and an employee number may be entered Additionally a range of numbers may be designated in the software as allowable for unsupervised keypad entry These numbers may be keyed in at any time See help on Supervisor Functions for details on setting up supervisor cards and unsupervised keypad entry in the software Supervised Keypad Entry e Swipe a designated supervisor card through the slot on the time recorder e If the supervisor card is successfully read the green LED on the right side of the time recorder will flash the time recorder will beep and the message Keypad will display on the LCD screen mmediately use the keypad to type in an employee number and then push the ENTER key to create a punch record or push the CLEAR key to abort the entry and start over f the employee number is accepted the green LED on the right side of the time recorder will flash the time recorder will beep and the LCD screen will go back to displaying the date and time Unsupervised Keypad Entry Use the keypad to type in an employee ESSE number which is in the allowable range p Eai and then push the ENTER key to create a punch record or push the CLEAR key g to abort the entry and start over If the employee number is accepte
38. d the green LED on the right side of the time recorder will flash the time recorder will beep and the LCD screen will go back to displaying the date and time 19 TIMETRAX MOBILE PAYROLL TAB 20 Get Punches At Login you are offered the option to download punches Pyramid recommends that you do this on a regular basis to prevent data loss Otherwise GET PUNCHES allows you to download punches when you are ready for payroll activities TimeTrax Mobile will automatically recognize new punch es and download only those not currently in the database Punch Details The PUNCH DETAILS screen displays all in and out punches This screen allows you to view insert edit and delete punches as well as assign comments to punches You can also view Current Previous and 2 Prior pay periods This screen categorizes the type of pay category and notifies you of possible errors If an employee has no IN or OUT punches for a specific day TimeTrax Mobile will automatically populate an Absent status PUNCH EDITING Insert Punch To insert a punch click the INSERT PUNCH button Select the date of the punch and then select the time of the punch and choose SAVE Edit Punch Highlight the punch in question click the EDIT PUNCH button change the date and or time of the punch and choose SAVE Delete Punch Highlight the punch in question click the DELETE PUNCH button and choose YES on the verification screen if you are sure y
39. d as dl 2 hn ERUIT 2 Using the Time Recorder 2 eee cette ene eens 3 Charging the Battery ssi e A peor ER COE ox RO EA 3 Using the Car Charger ius escescoe erus tosta espe pe oe ORT RS 4 Downloading Punches i tias ett od ur RE tet de o doe DE qp Gee ae et 4 Using Employee Cards esce var ret Y enr d RR ERA e e 4 Serial Cable Installation 4i oesiue re rrr Re ES ieee eng RE RERO dna 5 Multiple TimeTrax Mobile Units se roge tee reet ree err patel wre a E 6 Multiplexer issues eel beh ORE dU LOSES CER CERRO dd Re do e 6 Installing the Software cssreseseriiis ete eee yh eer es 7 LogIn WIndOW i e t Rete Rr RU ER DR c ce EORR E aes D 8 Initial Communication FORM ruin eie te npe e erm bo er iy 8 TimeTrax Mobile Setup Wizard 0 0 ccc e 9 Payroll Group Setup 2454 04 s06 005445 to de Ehe yy e RE cR er 9 Pay Categories Setup mir ee homer ea Y Ve RE RA ERRARE RS EUR 10 Employee Group Setup e s bxsoe une dd 11 Advanced Employee Groups Setup p esros 0 cece cee eh 12 Employee Details Setup iet etr ree yy tee eres quse ren m 13 Changing Payroll Groups uses tem ee ek ee Roe E Ra RE Ce m a 14 Vertical COM Ban 1 ed anio di biog ladito qa cti Vas d ne 15 Configure Tab Including Date Time Setup 0 e eee ee eee 16 Automatic Backup erstes Res Meda Os LOMAS Oa m e Ree 16 Time Trax Security isses bk he e mee e mage ce sede Mek cade See anew as 17 Time Source amp Sync Standards 18 Supervisor Functions mio ce
40. d information Tel me more 26 TIME amp ATTENDANCE SYSTEM Depending on access requirements select either of the two options YES WHENEVER THIS QUICKBOOKS COMPANY FILE IS OPEN or YES ALWAYS ALLOW ACCESS EVEN IF QUICKBOOKS IS NOT RUNNING Make sure to check ALLOW THIS APPLICATION TO ACCESS PERSONAL DATA SUCH AS SOCIAL SECURITY NUMBERS SETTING INTEGRATED APPLICATION PREFERENCES STEP 4 Next return to the QuickBooks EDIT menu and e Select PREFERENCES e Select INTEGRATED APPLICATIONS e Select COMPANY PREFERENCES tab and click on PROPERTIES Type hei quesos Ask I e How Do re RE x Youc marae al agotan tha vtr vh thes eck company He r Doe allow amy applications to access this company Fie tjotfy the user before running ery application whose certificate has expired Applications that have previously requested access to this company He To lean more about applications that integrate wath QuickBooks go to the QuchBooks Sob sions Marketolace 27 TIMETRAX MOBILE Make sure that the displayed options are checked Properties Pyramid TimeTi ERAS Type a help question Askf y How Do rj xj Access Rights V Blow this application to read and modify this co Prompt before allowing access T Allow this application to login automatically Check these options F Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more
41. dance Report i i gene 23 AA in ES Et ep 20 Automatic Backup o oooooooomo 16 B BACKUP ssccspaoarerrisornecimnacnnennts 16 Battery Charging noviciado di anar 3 C Cable Installation sis c2ectine see tee 5 Cat Charger ag visisi ht tA tains Aisne senes 4 Card Report AA peia 23 Category Code ica esee i enano 10 43 Changing Payroll Groups o o 14 Charging Battery 0 cece eee eee 3 COM PORE sehe ves matetens 5 59 60 74 Configure Tab iiie serre een 15 Contact Information 00 24 D Daily Overtime 2 222 ea ce et denne 11 DateFormat ddr 16 Date Time 00d ada ened 16 Daylight Savings Time 000 16 ID ici ia ia 5 49 59 60 70 Delete Punch ades deer cias 20 Department Codes peon sehe metre 48 Detail Pay History Report 24 Detailed Payroll Report 23 Downloading Punches 005 4 E A ux ener Me 20 Emergency Punch Download 61 Employee Contact Info 00 24 Employee Details erc emn 13 23 Employee Groups ee 11 Employee Import 0 0 00 e es 30 Enable Lunch Warnings esses 12 74 Ethernet aa Sats aes pP UO Enok 49 60 EXDORUS cira ix Seas od coed tpe ees 23 F FIZ KEY m 62 Features carea rostan ares neret ES ens 2 Filter Out Punches soe res 11 First NAM EG arose is 13 Fourth Fifth Special Pay 22 G Generic Text sisse y eres rne na
42. documentation are provided with RESTRICTED TIMETRAX MOBILE RIGHTS Use duplication or disclosure by the U S Government is subject to restrictions as set forth in subparagraph C 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applica ble Manufacturer is Pyramid Technologies LLC 48 Elm Street Meriden CT 06450 USA 7 APPLICABLE LAW This EULA is governed by the laws of the State of Connecticut Should You have any questions concerning this EULA or if You desire to contact PYRAMID TECHNOLOGIES for any reason please contact the PYRAMID distributor serving you or write PYRAMID TECHNOLOGIES LLC 48 Elm Street Meriden CT 06450 Or Call Toll Free 1 888 479 7264 8 LIMITED WARRANTY Pyramid Technologies LLC warrants that a the TimeTrax Mobile software will for a period of ninety 90 days from the date of delivery perform substantial ly in accordance with Pyramid Technologies LLC s written materials accompanying it and b any Support Services provided by Pyramid Technologies LLC shall be substantially as described in applicable written materials provided to You by Pyramid Technologies LLC CUSTOMER REMEDIES In the event of any breach of warranty or other duty owed by Pyramid Technologies LLC Pyramid Technologies LLC s and its suppliers entire lia
43. e and password of a uies The uas vll nun ot F were started by thet user Enter Windows User Name Enter Windows Password Confirm Windows Password Select NEXT If the Next button won t advance you forward you may need to re enter or re confirm the password x You have successbuly ccheduled the folowing tack O Palhe Windows val perlom tia tash Select Rin at ayatam startup OPEN ADVANCED PROPERTIES FOR THIS TASK Select FINISH 56 TIME amp ATTENDANCE SYSTEM Li 2x Task Schedule Settings Security 8 C AWINNT Tasks PyrTTNetjob Bun C Program Files Pyramid TimeT rax PyrT TNet exe Browse Start in C Program Files Pyramid TimeT rax T Comments Run as es TEST cs Set password Select TASK tab Add T to the end of the path v Enabled scheduled task runs at specified time Select APPLY In the Run text field it will display C Program Files Pyramid TIME TRAX PyrFTNet exe Click on the end of the line and add a space and then T as shown in the example above Click APPLY then click OK LL nd Task Schedule Settings Security y Scheduled T ask Completed T Delete the task if it is not scheduled to run again Select SETTI NGS tab T Sopa too meae r Idle Time Only start the task if the computer has been idle for at leas ELLO Uncheck STOP THE TASK If th
44. e computer has not been idle that long retry for up to IF IT RUNS FOR box a minute s Stop the task if the computer ceases to be idle r Power Management v Don t start the task if the computer is running on batteries IV Stop the task if battery mode begins TT Wake the computer to run this task Select APPLY This completes the Scheduled Task Now whenever the Server computer is booted up the Windows Task Scheduler will automatically start the TIMETRAX Network Agent without need of any user intervention b 2 wi ud ml m P e E TROUBLESHOOTING GUIDE FOR YOUR TIME RECORDER YOU MUST BE LOGGED IN AS ADMIN IN TIMETRAX AS WELL AS ANY OTHER INTEGRATED SOFTWARE PROGRAM SUCH AS QUICKBOOKS TO PERFORM ANY MAINTENANCE FUNCTIONS Software is Acting in an Unexpected Manner Restart TimeTrax and see if that corrects the problem Reboot your computer and re launch TimeTrax Make sure you meet the minimum system requirements listed in the MINIMUM SYSTEM REQUIREMENTS section of this manual Upgrade or Software Reinstallation Single Version User 58 Close out of TimeTrax Software Create a TimeTrax Backup folder on your desktop Right click on the Desktop and select NEW gt FOLDER Name this folder DATA Navigate to My Computer C Program Files Pyramid TimeTrax folder and locate the following 6 files Pyramid mdb Pyrpolmd mdb Pyrarchive mdb Pyramid ini Pyrex
45. e special hours worked including wage information for the selected PAY PERIOD Hours Summary Report Shows a history of total PAY CATEGORY hours Attendance Report Shows a history of absenteeism and missing punches Detail Pay History Report Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report Detail Pay History Report w o Comments Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will not appear on this report EMPLOYEE DETAILS Click the Employee Details Icon to bring you to the EMPLOYEE DETAILS SCREEN covered in the initial TIMETRAX MOBILE SETUP WIZARD TIME amp ATTENDANCE SYSTEM TIMETRAX QUICKBOOKS INTEGRATION REQUIREMENTS QUICKBOOKS PRO OR HIGHER U S VERSIONS ONLY STEPS REQUIRED PRIOR TO INTEGRATION STEP 1 IMPORTANT Before You Integrate TimeTrax with QuickBooks regardless of the scenario you must Log into QuickBooks as Administrator and Confirm that QuickBooks is in Single User Mode Click on the File menu and verify that Switch to Multi user Mode is dis played This indicates that QuickBooks is in Single User Mode Fia Edt View Lists Professional Company Customers Vendors Employees QuickBooks is in Single User mode STEP 2 Select PREFERENCES from the QuickBooks EDIT menu FA pti QuickBooks Enter
46. ecting the hardware 1 Install SQL Server CD onto the PC that will act as the Server Close out of the program 2 Install DB9 and USB adapter to the computer that will act as the Server 3 Attach the RJ45 cable to the DB9 adapter 4 Run the cable to the terminal 5 Install SQL Client disk on all PCs that will run TimeTrax Program When upgrading to SQL From A Single User Version or changing computers and you are using a USB interface with standard RS232 adapter you must disconnect the adapter prior to installing the SOL Server CD If you run the installation program with the USB connected the software will not be able to locate the time recorder s If this happens you must disconnect the adapter uninstall the software reinstall the software and then connect the hardware for the software to successfully locate the recorders Note When using serial TimeTrax terminals only the computer that has the TimeTrax attached can download the punches When using ethernet TimeTrax terminals all computers can download the punches PLEASE READ THESE INSTRUCTIONS THOROUGHLY BEFORE ATTEMPTING THE INSTALLATION ALSO PLEASE KEEP YOUR CDs IN A SAFE LOCATION FOR FUTURE ACCESS TO THE SUPPORT FOLDER TIMETRAX MOBILE Included in your shipment you should have received 1 CD containing both the Server and Client program It is important that you do not install the Client program on the same machine as the Server program HOW TO SELECT YO
47. ed by copyright and trademark laws and international treaty provisions You may make one copy of the TimeTrax Mobile software for back up and archival purposes You may not copy the printed materials accompanying the TimeTrax Mobile software You may not remove modify or alter any Pyramid Technologies LLC copyright or trade mark notice or the Pyramid Technologies LLC name from any part of the TimeTrax Mobile software including but not limited to any such notices contained in the physical and or electronic media or documentation in the Pyramid Technologies LLC Setup Wizard dialogue or about boxes in any of the runtime resources and or in any web presence or web enabled notices code or other embodiments originally contained in or otherwise created by the TimeTrax Mobile software 5 DUAL MEDIA SOFTWARE You may receive the TimeTrax Mobile software in more than one medium Regardless of the type or size of the medium You receive You may use only that one medium that is appropriate for Your single computer You may not use or install the other medium on another computer including but not limited to portable computers under the exclusive control of the registered developer You may not loan rent lease or otherwise transfer the other medium to another user except as part of the permanent transfer as provided above of the TimeTrax Mobile software 6 U S GOVERNMENT RESTRICTED RIGHTS The TimeTrax Mobile software and
48. ed to those specifically identified as Redistributables in the media printed materials and online or electron ic documentation accompanying the particular embodiment of the TimeTrax Mobile software 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Limitations on Reverse Engineering Decompilation and Disassembly You may not modify reverse engineer decompile or disassem ble the TimeTrax Mobile software except and only to the extent that such activity is expressly permit ted by applicable law notwithstanding this limita tion The TimeTrax Mobile software is licensed as a single product Except with respect to the Redistributables its component parts may not be separated for use on more than one computer Not for Resale Software If the TimeTrax Mobile software is labeled Not for Resale or NFR or Evaluation Copy or 30 Day Complimentary then notwithstanding other sec tions of this EULA You may not use the TimeTrax Mobile software for commercial purposes nor sell or otherwise transfer it for value Commercial purposes include the use of the TimeTrax Mobile software to create publicly distributed computer software No rental leasing or commercial host ing You may not rent lease lend or provide commercial hosting services to third parties with the TimeTrax Mobile software Software Transfer You may permanently and wholly transfer all of Your rights under this EULA provided You a re
49. es Pons Ds od not tite iP att o and i Click OK Step 3 Open Run the Pyramid TimeTrax Program by double clicking on the desktop icon A small window will flash quickly displaying the message Starting Microsoft SQL Server Note TIMETRAX Login Standalone must show on the title bar The TIMETRAX application will do the required database initializations only in the Standalone mode A4 Time Trax You will enter ADMIN into the User Name and PTI into the Password fields to log into TIMETRAX The following screen may come up prompting you to call Pyramid Technologies and provide the Serial Number shown to Customer Support Customer Support will then provide you with a key number to activate the program Once the key is entered click VALIDATE Double ry inter feature Key click on the Fart Number TT MSS Pyramid Desenpton nicrosozt SQL Server ee option TimeTrax Program Serial Number E Step 4 Follow the TIMETRAX Setup Wizard or refer to your TIMETRAX manual for assistance Once you have setup your company on the Server exit the TIMETRAX system You are ready to install the Client CD on the additional computers Step 5 TIMETRAX SOL CLIENT Install the Client Edition onto all other computers that payroll may be viewed or processed on 52 TIME amp ATTENDANCE SYSTEM To allow access to the TIMETRAX database over the network make sure that the TimeTrax Program is closed on the Server Then do
50. et of employees which approve punches for their direct have certain time clock calculations in common The Employee Group sets the rules for calculating overtime premiums based on reports you must create a separate extra hours worked assumption of missed punches rounding of bunch times automatic lunch deductions and warnings for Employee Group per Supervisor punches out of normal periods Do you want to setup Employee Groups now o Click YES to continue Click EDIT to start DAILY OVERTIME Choose how it is paid and after how many hours WEEKLY OVERTIME Choose how it is paid and after how many hours MONTHLY SEMI MONTHLY PAY PERIODS ONLY Must select the day and time that the workweek begins to calculate overtime correctly Filter out punches closer than Pay interval round Max hours before mixed punch Max Hours Before Missed Punch Assumed The maximum number of hours an employee can work without punching before the system assumes the employee forgot to punch out Pay Interval Round Click ENABLE if you wish to use Pay Interval Rounding Divides each clock hour into intervals of 5 6 10 or 15 minutes The software automatically edits the punch time so that it is set to the start of the interval that contains the actual time For example at 5 minute inter vals 7 02 AM becomes 7 00 AM and 7 07 AM becomes 7 05 AM Leave box unchecked for No Pay Interval Rounding Filter Out Punches Closer Than This will el
51. full refund TIMETRAX MOBILE SOFTWARE LICENSE The TimeTrax Mobile software is protected by intellectual property laws and treaties The TimeTrax Mobile software is licensed not sold 1 GRANT OF LICENSE This Section of the EULA describes Your general rights to install and use the TimeTrax Mobile software The license rights described in this section are subject to all other terms and conditions of this EULA General License Grant to Install and Use TimeTrax Mobile software You may install and use one copy of the TimeTrax Mobile software on a single computer but only for use in the num ber of written language s that You selected at time of first installation and in which You have acquired rights You can share a copy of the TimeTrax Mobile software installed on a common build test machine provided that You or Your enti ty has purchased a single license for that common build test machine and each developer using it has a license TimeTrax Mobile software is an exception to this clause and may not be shared A license for the TimeTrax Mobile software may not be shared Redistributable File s Notwithstanding the terms of this EULA to the contrary certain of the executable files of the TimeTrax Mobile soft ware may be redistributed by You to the extent required for the permitted operation of the appli cation s software installation code created by You while using the TimeTrax Mobile software The redistributable file s are limit
52. gradeable to 9999 Weekly Biweekly Semi monthly or Monthly Pay Period Automatic overtime calculation Pay Interval rounding to 5 6 10 or 15 minutes Shift rounding up or down to prevent unauthorized overtime Option to automatically deduct unpaid lunches Option to automatically deduct unpaid breaks Exports out of the box to QuickBooks ADP PAYCHEX and Excel Produces a variety of useful reports Automatic history and backup Unlimited user defined payroll groups and employee groups Unlimited user defined pay codes categories Department codes optional Network software optional Sturdy water tight shock absorbent plastic carrying case Fully battery operated TIME amp ATTENDANCE SYSTEM IMPORTANT INFORMATION Software must be fully installed PRIOR to connecting any cables USING THE TIME RECORDER The Pyramid TimeTrax Mobile Time Recorder is powered by battery and can easily be moved from job site to job site so your Time Recorder is where your employees are For employees traveling between multiple job sites employees can swipe in at one location and swipe out at an entirely different one using the same card Punches from each clock can be downloaded into the software one at a time or simultaneously using the Pyramid Multiplexer sold separately The TimeTrax Mobile recorder automatically stores 4 000 punches Depending on usage the punches can be retrieved on a more or less frequent basis However it is
53. il to comply with the terms and conditions of this EULA In such event You must destroy any and all copies of the TimeTrax Mobile software and all of its component parts 3 UPGRADES and SUBSCRIPTION If the TimeTrax Mobile software is labeled or other wise identified by Pyramid Technologies LLC as an upgrade or subscription You must be properly licensed to use a product identified by Pyramid Technologies LLC as being eligible for the upgrade in order to use the TimeTrax Mobile software TIME amp ATTENDANCE SYSTEM A TimeTrax Mobile software labeled or otherwise identified by Pyramid Technologies LLC as an upgrade replaces and or supplements the product that formed the basis for Your eligibility for such upgrade You may use the resulting upgraded product only in accordance with the terms of this EULA If the TimeTrax Mobile software is an upgrade of a component of a package of software programs that You licensed as a single product the TimeTrax Mobile software may be used and transferred only as part of that single product package and may not be separated for use on more than one computer 4 COPYRIGHT AND TRADEMARKS All title trademarks and copyrights in and pertaining to the TimeTrax Mobile software the accompanying printed materials and any copies of the TimeTrax Mobile software are owned or licensed by Pyramid Technologies LLC or its affiliated companies The TimeTrax Mobile soft ware is protect
54. ime to begin the new Pay Period The time selected should be after the last out punch of the previous pay period and before the first in punch of the current pay period PAY CATEGORIES SETUP PAY CATEGORY Classification of employee hours Regular Overtime 1 5 3 e A and overtime 2 are predefined You can add Pay categories are classifications of employee an unlimited number of pay catagories hours Click EDIT to begin RATE MULTIPLIER The rate at which the Pay Category is paid i e Holiday would be rate multiplier 1 if the employee is paid regular rate for the day If you choose to pay time and a half the rate multiplier is 1 5 APPLY TO WEEKLY OVERTIME Check box if category hours can accrue towards overtime ADD allows access to the screen for CATEGORY CODE Provided by editing purposes It also doubles as SAVE the payroll company if you are When your selections are complete click using one Ensures proper transfer of information from the pay category in TimeTrax Mobile to your payroll service provider Close to continue 10 TIME amp ATTENDANCE SYSTEM EMPLOYEE GROUP SETUP Note If you wish to assign 2 Employee Groups AS Supervisor User Levels and give A Payroll Group can have one or more Employee Groups An i Employee Group is automatically created whenever a new Payroll access to one or more supervisors Group is made to access employee records and Employee Groups are used to define a s
55. imeTrax Mobile You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected Setup Create Export rentes Peyting Unger Versum 4 1 0 5 BI Pesce Pops PAYCHEX will provide BRANCH E m CLIENT ID and SITE SEQ Shopia fie mof and whether or not to send ns hourly rate for this export Select the drive and location where you want the export file to be saved Path nan F Program Fieri Pyrae kf Time Tr Cancel bport and Discard Any Changes RUE Click CONTINUE EXPORT and vw Any Changes SAVE ANY CHANGES to export and save the file where you selected PAYCHEX will provide you with the file name for this export Congratulations you have successfully created and saved a PAYCHEX PAYLINK EXPORT file You will need to contact PAYCHEX to obtain
56. iminate duplicate punches within a user definable time i e If an employee goes to the time clock and punches their badge forgets that they punched it and punches again this filter will automatically eliminate the second punch if it is within the filter time defined Pyramid recommends using 90 seconds 11 TIMETRAX MOBILE ADVANCED EMPLOYEE GROUPS SETUP 12 Employee Groups Advanced can be used when the standard Employee Groups is not sufficient for an organization mememe Shift Rounding Prevents unautho 5 4 rized overtime You can enter the num ber of minutes prior to and following _ a the end of each shift that overtime will not be paid Punches made during this period will display the actual punch i ne es n time however calculations will include z _ the additional time To authorize the punch and pay overtime for these punches simply edit the punch and When using Supervisor Groups save it This action will override the SELECT the supervisor of the Shift Rounding rule employee group Shift Warnings Allows the employee to punch at any time but will generate a warning when an employee punches outside of the defined shift The user can define the warning based on minutes before or after the shift starts or ends Saturday Overtime Allows the employer to specify whether or not Saturday is automatically overtime regardless of the number of hours worked during the regular pay period
57. inal user against defective material or workmanship for a period of 1 year from the date of purchase Proof of date of purchase is required for warranty service on this product Pyramid s responsibility under this warranty is limited to the repair or replacement of the defective part or parts and repair or replacement is the sole discretion of Pyramid For Return Shipments to Pyramid the product must be shipped in its original carton or equivalent fully insured with shipping charges prepaid Pyramid will not assume any responsibility for loss or damage incurred in shipping Pyramid reserves the right to determine whether the parts failed because of defective material workmanship or other causes Failure caused by accident alteration misuse or improper packaging of returned unit is not covered by this warranty Any repair to the equipment other than by Pyramid voids the warranty Users in countries other than the USA should contact the Dealer from whom the unit was purchased The rights under this warranty are limited to the original user and may not be trans ferred to subsequent users Extended Hardware Warranties are available by calling Customer Support at 888 479 7264 for more information LIMITED SOFTWARE TECHNICAL SUPPORT Pyramid warrants the software and provides technical support assistance for a period of 90 days from the date of purchase Extended warranties technical support contracts can be purchased
58. licensing Management Software agreement click Se GaN o mia H NEXT to continue ume M thas pongan predia O IIN FE Mese Cup peat dema r Se bows ossi WILL Lll rem Enter User Name and Organization Choose for whom to install the application E reena ieri Click NEXT to continue Beate to irn all Ve Prem De mae e mat de rn aen Click INSTALL to Um te t nh ena begin installation Pen e When installation is complete click FINISH perl weet Nas asim A vat P Double click the ICON placed on your desktop to begin TIMETRAX MOBILE LOG IN WINDOW When the program is launched you are presented with the Log In Form A Firm Trznx INITIAL COMMUNICATION FORM After you successfully log in the system initializes communications with the time recorder attached to the PC When this is successfully accomplished you will see Recorder Found Once the initial communication between the PC and the TimeTrax terminal is successfully completed you may opt for the software to not Search for Time Recorders every time it is opened by uncheck ing the SEARCH FOR TIME RECORDERS box on the Log In form When this box is unchecked it will speed up access to the TimeTrax program Whenever the download of punches occurs TimeTrax will automatically search for time recorders Successful Connection Click OK to continue TIME amp ATTENDANCE SYSTEM TIMETRAX MOBILE SETUP WIZARD x Your TimeTrax Time and
59. loyee 41 TIMETRAX MOBILE ENTERING NEW EMPLOYEES IN TIMETRAX Duplicate employee records can impact data integrity In order to avoid duplicates please adhere to the following rules Always enter unique employee ID numbers If two or more employees have identical first and last names enter a unique middle initial There are three ways duplicate records are created 1 A TimeTrax employee record has previously been set to inactive and the user unaware of the already existing record attempts to add the same employee as new This would be the more common occurrence 2 The user erroneously adds and saves the same employee names more then once 3 In the case of moving an employee from one payroll group to another a duplicate record may be necessary See Page 14 In any case TimeTrax will display error messages and it is up to the user to take appropriate action In case of an inactive record the employee record should either be re activated or the inactive record should be deleted before the new record is added See Page 13 Use Middle Initial Use employee ID 42 TIME amp ATTENDANCE SYSTEM ADP EXPORT The following are instructions for setting up and using the ADP EXPORT contained in the TimeTrax Mobile You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GRO
60. m name d ATI j with the TimeTrax Pay BM ete A e ee Item name OVERTIME HOURLY RATE 2 EN o ae e Bx T Payrol temis inactive To hide thes tem on the Payrol Rem let select the checibox 2 Click NEXT The following message will be displayed This name is already being used Would you like to merge them 3 Click YES to H merge items Click on YES to merge the Payroll Items Repeat this procedure for all other QuickBooks Payroll Items that need to be merged 39 TIMETRAX MOBILE 40 SETTING UP EMPLOYEES WITH NEW PAYROLL ITEMS IN QUICKBOOKS Before QuickBooks can process payroll the required payroll items have to be added to the QuickBooks employees payroll information Edit each employee s payroll and compensation information Select PAYROLL AND COMPENSATION INFO from the dropdown in the QuickBooks EDIT EMPLOYEE screen 1 Select PAYROLL AND COMPENSATION Employes is covered by a qualified pension plan 2 Right click in ITEM NAME field and select Payroll Item from dropdown list roployee n covered by a quailed pension plan TIME amp ATTENDANCE SYSTEM Next assign hourly pay rate receto for Eran Webber J 3 Assign Change tabs paa El hourly pay rate Important Repeat for each required payroll item and for each employee Please note Pay rates are not exported from TimeTrax to QuickBooks and have to be set up manually for each emp
61. may not apply to You To the extent implied warranties may not be entirely disclaimed but implied warranty limitations are allowed by applicable law implied warranties on the TimeTrax Mobile software if any are limited to ninety 90 days 9 LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL PYRAMID TECHNOLO GIES LLC OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSE QUENTIAL DAMAGES WHATSOEVER INCLUD ING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUP TION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE TIMETRAX MOBILE SOFTWARE OR THE PROVI SION OF OR FAILURE TO PROVIDE SUPPORT SER VICES EVEN IF PYRAMID TECHNOLOGIES LLC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE PYRAMID TECH NOLOGIES LLC S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA SHALL BE LIMITED TO THE AMOUNT YOU ACTUALLY PAID TO PYRA MID TECHNOLOGIES LLC FOR THE TIMETRAX MOBILE SOFTWARE OR SERVICE THAT DIRECTLY CAUSED THE DAMAGE BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU Pyr 4mid Time Keeping Made Simple TIME amp ATTENDANCE SYSTEM TABLE OF CONTENTS What sin the BOX idR ERE XR e eee ere e ee bas 1 Minimum System Requirements esee en 1 Introductioti i
62. me Hourly Rate Pairs Hourly Rate 2 Compensation Advance Earned Income Credit Advance EIC Payment Federal Unemployment A TIME amp ATTENDANCE SYSTEM TimeTrax Payroll Items correspond to QuickBooks Payroll Items By default TimeTrax provides the following Pay Items Regular Overtime 1 5 Overtime 2 Existing Quickbooks User New to TimeTrax If employees are paid hourly various Payroll Items for regular and overtime pay will already exist in QuickBooks and most likely the names for the respective payroll items will vary from the names of the TimeTrax default pay items In this case the user has the following options Option 1 Renaming TimeTrax pay items Regular Overtime 1 5 and Overtime 2 using the names given to the respective QuickBooks payroll items Option 2 Merging Payroll Items In QuickBooks Note Only TimeTrax Pay Items Regular Overtime 1 5 and Overtime 2 can be renamed TimeTrax s Special Pay Items Sick Holiday Vacation and Other cannot be renamed and will create separate Payroll Items In QuickBooks For Option 1 Select Payroll on TimeTrax toolbar and click on Reports Exports Icon tied Click on REPORTS EXPORTS 35 TIMETRAX MOBILE 36 Option 1 RENAMING TIMETRAX PAY ITEMS Next click on SETUP EXPORT button Emctoyent ty ent ntsc Errores EEEE mw
63. mpletes you will have 3 icons on your Desktop TIMETRAX Network Agent communicates with the client machines TIMETRAX Time and Attendance program SQL Server Network Utility sets the network communication parameters Recommendation To avoid possible conflict with other MSDE programs installed on Server com puter we recommend that after installing TIMETRAX SQL onto your server com puter please go to the Disc Drive and right click on the drive Click on the EXPLORE option then locate folder named SUPPORT and double click Click on the MSDE INSTALLER ZIP FILE Select all the files and extract files onto your desktop On your desktop there should be a folder named MSDE Install Double click Click on MSDE SETUP and let it run IMPORTANT DO NOT OPEN RUN TIMETRAX ICON OR THE NETWORK AGENT ICON UNTIL THE SQL SERVER NETWORK UTILITY SETUP IS COMPLETE Step 2 Open Run the SQL Server Network Utility Highlight Named Pipes and TCP IP in the Disabled protocols box and select ENABLE to move the 2 network protocols to the Enabled protocols box Click OK to continue Click ENABLE TIMETRAX E ETEETIUT ae Network a Agent pre populate with TimeTrax EI Named Computer Program name PYRTECHDB SQL Server Network Utility Shows the 3 icons as they appear on your desktop after instal lation of the TIMETRAX SQL_SVR CD Click OK 51 TIMETRAX MOBILE i ey changes mate nd Us se
64. mw Click on SETUP EXPORT Change the displayed TimeTrax Pay Item names to the respective QuickBooks Payroll Item names and click on START EXPORTING TO QUICKBOOKS YY reve Tras Queries Link Version 42 aJ For Payrot FF eTrex Payroll QuickBooks Dynamic Esport 2 Rename to QB Company fa Name Fasintanquelzoss Company Fanati 02 QEW Browse QuickBooks epas Prym TN i Payroll Item Overtime 1 5 Pay itam pes hory Bate names Overtime 2 Pay item Overtime Hoc Rate Z 3 Click on START EXPORTING TO QUICKBOOKS TIME amp ATTENDANCE SYSTEM Option 2 MERGING PAYROLL ITEMS IN QUICKBOOKS Do not change the displayed Pay Item names and click on START EXPORTING TO QUICKBOOKS CE x fortartffimetraxParol 7 QuickBooks Dynamic Esport QE Company Fla Name PatsintuitiQuesosks Company Fanati 02 05 Browsa Regio Poy item Pouyfate SSS Overtine 1 5 Pay itam vertima Howy Rate SS Overtime 2 Poy tem er Rate IT 1 Click on START EXPORTING TO QUICKBOOKS The following message will be displayed Click on OK 2 Click on OK d Nota that the nanas gran Ice Paral Dame n Quddiooka mat match ihe hane Praed Vn Pyreral t am For regir and semina pes 3 entered ni esp di a hen rans are entered n Spei Pay ewe Proceed by clicking on NO SE 0x B masse nt i yu tld uud isi owt ed ware Vat d ren el arsi Rows re otio via Quo Do vi mane bo cos 3 Click on NO Cx fem TimeTrax will now send the hours worked
65. n and select PROPERTIES from the pop up menu Double click the USBSetup program to run allow it to run as an administrator In the Properties window select E Usssetup Properties x the COMPATIBILITY TAB Gani Conostbity A Previous Verione s 2 wi kil mal e V you have problem wih tree program and 4 worked comectly on men veau n velect Pe corostbilty mode that H r veran Check this box Z or Pur the program n compat nity mode tor Windows XP Service Pack 2 X Serg Dl Ann 256 colon FI Ram in 640 x 430 screen resonon Diratie ved themes Catia desktop composticn 71 Disable daplay scaling on hgh OPI settings Paviege Level Select APPLY T Pun fw pogan as an ano Then click OK E ok Ecce 25s 66 VISTA and USB Adapter Driver InstaliShield Wizard E Setup Type Choose Ihe setup type thot best suks your needs A Impoitartt Message You already Installed diver to select one of dems lo operate C Fenua Uppedel Select RE INSTALL UPGRADE then Next to allow the USB to Serial device installer program to perform the installation When it is finished select FINISH and reboot your computer After rebooting the computer log into TimeTrax Mobile software and plug in the USB adapter Your computer should install the device driver When installation succeeds an alert balloon should appear in the lower right corner of the screen a E i
66. ng TimeTrax Mobile From One Computer to Another 62 Reload your TimeTrax Mobile software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running You will need to copy the mdb files and the pyramid ini file from the TimeTrax folder located in C Program Files Pyramid directory 1 Right click on the START button of your desktop and select EXPLORE 2 Navigate to C Program Files Pyramid TimeTrax 3 From VIEW TAB click DETAILS 4 From TOOLS TAB click FOLDER OPTIONS 5 Select TYPE TO SORT by type of file 6 Select pyramid ini and all mdb files 7 Right click and copy files Ln a General View Eje Types Olfine Fies r Folder views Click VIEW tab m You can tet all of your folders to the same view ieee CEELI Like Current Folder Reset All Folders Advanced settings Files and Folders gt O Display compressed files and folders with altemate color O Display the ful path in the address bar O Display the ful path in title bar 2 Hidden lies and folders O Do not show hidden fles and folders Show hidden files and folders He extension for known fie types Make sure this box is E Hide protected operating system fles Recommended unchecked C Launch folder windows in a separate process Remember each folders view settings E Show My Documents on the Desktop E Restore Delad Click APPLY then click
67. ns a high number of calls that concern previously resolved issues repeated posing of ques tions to which the answer is readily found in the documentation and discussion of issues that are not related to technical support Pyramid reserves the right to limit each call to a reasonable length of time under the cir cumstances not to exceed one hour Pyramid may require access to the Customer s computer over the Internet or may require the transmission of data files from the Customer s Pyramid software to resolve the Customers support issue Refusal to provide this access or information to Pyramid or inability to do so due to lack of Internet access or a dial up connection may limit or terminate the support service being provided EXCLUSIONS Pyramid shall not be required to provide any support services relating to problems or issues arising out of or from Customer s use of the products A In a manner for which they were not designed B Damage to the media on which the products are provided or technical problems residing on the computer on which the products are installed C Customer s negligence misuse or modifica tion of the products or versions of the products other than the most recent version TIME amp ATTENDANCE SYSTEM Technical Mifport Plan Continued TERM AND TERMINATION quential damages including without limita This Support Plan shall have a term of one tion damages for lost profits loss of dat
68. nstrued as expanding or adding to the regarding provision of the Support Plan This warranty for the products set forth in the End Support Plan shall be governed by the laws User License Agreement that accompanies of the State of Connecticut without reference such products Pyramid specifically disclaims to conflict of law principles The state and any implied warranty of merchantability or federal courts located in New Haven County fitness for a particular purpose Connecticut shall have exclusive jurisdiction over all disputes relating to this Support Plan LIMITATION OF LIABILITY Pyramid s liability under this Support Plan is limited to the amounts paid by Customer for the Support Plan ordered by the Customer In no event shall Pyramid have any liability a Pyr 4mid for any special punitive indirect or conse Time Keeping Made Simple 77 TIMETRAX MOBILE NOTES 78 Inside Front Cover Inside Back Cover ARE BLANK Time Clock Experts com TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM Time Clock Experts com Q TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM Pyr mid Time Keeping Made Simple 48 Elm Street Meriden CT 06450 www PyramidTechnologies com
69. ou want to delete this punch An audit trail is automatically produced for any modifications made to the original punch that will show up on screen as well as the timecard report TIME amp ATTENDANCE SYSTEM PAYROLL DETAILS The Payroll Detail s section is the location in the program that allows you to enter exceptions to the employee payroll record as well as approving and un approving employee payroll records Most fields are pre populated from both the Punch Detail and Employee Detail screens To enter Special Pay type click the EDIT PAYROLL DETAILS button and select which special pay you wish to add the date will only pre populate if special pay accrues towards overtime as selected in payroll groups Enter the hours associated with the special pay in the edited hours field Click SAVE Approve Un Approve and Approve Next Once you approve the payroll you can only edit the payroll if you click the UN APPROVE button first Once you make your change you must click APPROVE again The APPROVE NEXT button will approve the current employee place the data into archive and bring you to the next employee record 21 TIMETRAX MOBILE ASSERT GLOBAL SPECIAL PAY In the circumstances where you wish to pay all employees or a group of employees the same number of hours i e Independence Day 8 hours go to FILE Assert Global Special Pay EMPLOYEE SELECTION Choose either EMPLOYEE BY GROUPS in the Selected
70. oup You will enter the actual workweek i e Jane could not work Monday but worked Saturday instead you would uncheck Monday and check Saturday THE WORKDAYS AND WORKWEEKS This will set template for the normally worked days Workweek for a specified individual or group AND the Workdays for a specified individual or group Click OK to save changes 22 TIME amp ATTENDANCE SYSTEM REPORTS EXPORTS REPORTS When generating REPORTS you must select the PAY PERIOD you want included in the report as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES you want included in the REPORT Then select the REPORT you want to run A Select PAY Poem La e PERIOD to be arm c Es included in B f e WIE i T 1 10 00 Pa 3 de REPORT mena viis ramos wee pa r 2 2008 9 11 2008 1 00 Pa REPORT Select who oe ame is included in the REPORT Choose either EA TE EMPLOYEE REPORT GROUP or INDIVIDUAL EMPLOYEES Payroll Report Shows total regular overtime special hours worked including wage information for the selected PAY PERIOD Time Card Report Shows individual punches special pay and running totals of regular and overtime hours worked for the selected pay period Comments input by user on PUNCH DETAIL screen will appear on this report if selected Attendance Report Shows absenteeism and missed punches for the selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD
71. port mdb Pyramid bku If you cannot see the file extensions you may need to go to Tools Folder Options View and then make sure HIDE FILE EXTENSIONS FOR KNOWN FILE TYPES is unchecked These are your database files and contain all of your information Copy these files to the DATA folder on your desktop To do this select the first file and single left click so that it is highlighted hold the CTRL key on your keyboard and select the other 5 files Choose EDIT gt COPY and close out Open the DATA folder on your desktop and choose EDIT gt PASTE It is very important that you have all 6 files in your DATA file before moving forward Close all open windows Navigate to Control Panel and select ADD REMOVE PROGRAMS Locate TIMETRAX on the list and choose REMOVE Once the program is removed navigate to My Computer C Program Files Pyramid and delete the PYRAMID FOLDER Insert the Disk provided or download from the website and proceed with the install following all instructions and default selections Once the new software is installed go to the folder on your desktop named DATA and choose EDIT gt SELECT ALL gt EDIT gt COPY All 6 files should copy over Navigate to My Computer C Program Files Pyramid TimeTrax and choose EDIT gt Paste into the TimeTrax folder Choose YES TO ALL to replace the existing files Open the TimeTrax software with your usual user name and password All of your information will be there
72. pproved before export on the PAYROLL DETAILS SCREEN A pes Choose EXPORT Select PAY PERIOD to be included in EXPORT PEACE Select who is included in the EXPORT Choose either EMPLOYEE GROUP or sata seh polenta INDIVIDUAL EMPLOYEES 1 Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected n Genes aasa ewoo ieee re 7 fea aaae waos Wide ime wnwose wunwawe wea DELIMITER Choose Comma III Tab or Semi Colon For Payot f QUOTED Choose Yes or No r bona To pL BY Choose Name Duis CK To Sai Pao Xs E v SSN or EMP ar ate fr EXPORT TYPE Choose Payroll mO eee frome 5 or Punches Select the drive and location where you want the export file to be saved From Frente meet ra Cancel Export wet Discard ary Orge Corema Epon sa Click CONTINUE EXPORT and in SAVE ANY CHANGES to export and save the file where you selected Type the desired name for this file including the extension file Congratulations you have successfully created and saved a GENERIC TEXT EXPORT file You will need to go to the location where you created and saved the file and import it into the software of your choosing TIME amp ATTENDANCE SYSTEM PAYCHEX PREVIEW EXPORT The following are instructions for setting up and using the PA
73. prise Solutions Professional Ser File Edx View Lists Professional Company Customers Y Unda Culez Revert amp J Center Employee Center Cot Ctrltx Copy Ctrl C Paste COTY Ctrl R ind Pay Bills Preferences Select PREFERENCES 25 lz i TIMETRAX MOBILE QuickBooks Application Certificate xi Select TIMETRACKING from the displayed options and click on COMPANY PREFERENCES tab Check the YES option in the DO YOU TRACK TIME field Select TimeTracking YES option INITIAL TIMETRAX QUICKBOOKS COMMUNICATION STEP 3 When TimeTrax attempts to communicate with QuickBooks for the first time QuickBooks will present the user with the following access options iio cora Select either A O aulae dus cj usi es option enhancing the QuickBooks user interf ace r The Application Calis Itself Pyramid TimeTrax VeriSign Class 3 Code Signing 2004 CA Make sure this QuickBooks Solutions Marketplace J setting is Search for information about this application at th checked QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this comp C No C Yes prompt each time G Yes whenever this QuickBooks company fle is open ves always allow access even E QuickBooks is not running pz How this to access personal data such as Social Security Numbers and application customer credit car
74. rax Payroll r QuickBooks Employee Sync QS Company Filo Namo IEA eco Regular Pay item Hourty Rate T Sync Hourly Rato Click on LINK RULES seret ET Core to match Employee records Update fields in TimeTrax Employee records IQuickBookse T tneTrax Ask before importing g a QB Company File Name be sure to including the drive an quickbooks provmycompany qbw 29 TIMETRAX MOBILE For optimal integration the following settings are recommended Employee Match CI gt Employee Match Employee import Employee Export C Match only on Employee ID Uniquely match on these fields weighted in this order Employee ID Social Security Number Last Name Required First Name First Initial Middle Initial Employee Match LINK For each QuickBooks Employee record that matches a RULES Iv TimeTrax Employee record always fill in blank fields in Settings i the QuickBooks record with the entries made in TimeTrax Note Social Security Number entries cannot be filled in or each TimeTrax Employee record that is matched with fa QuickBooks Employee record always update it with the entries made in QuickBooks Employee Import Employee Match Employee Import Employee Export Whenever a QuickBooks Employee recorscannot be unambiguously matched to a TimeTrax Employeexecord c Always import the QuickBooks Employee record into TimeTrex Use this as the Default Employee Group
75. re CER GO seats anne EE E Ee dre Sep e Im nd n 18 TIMETRAX MOBILE Setup TaD sisse ed odd sou tes ERR Rue SO ka Bde ORG e 19 Keypad Enty 2 sassste va tos tyer o pete eeu ia 19 Paytoll Tab isses set 844 imida Er REO RA SoS VERE RU 20 Payroll Details 54r so teer Rem aa e re aes pde an 21 Assert Global Special Pay cocoa ee a e Re tr ER ER do RN 22 Workdays and Workweek 2k epe daa ead OR e n 22 ReportsS EXpORtS rescribere v Oper eser eee ds 23 Employee Details gs tes me Ee ori ERRAT EE s Rods 23 Archive Reports vos ser ke Rr s RR Re RR RE roared RA REG RR EE ER 24 Importing Employees from QuickBooks 6 cee ce eee eens 25 ADP USsets sissies iba pereo ee e deo PRU RE jue UR C ORE UU re IR Rs 43 Generic Text USCIS sesso uh aera U te a IS I VOX rte ar re quits eae 44 PAYCHEX Preview USers i etes ree rtc eoe pac E ect e eO REG lE p nae 45 PAYCHEX Paylink USES used Ventes eti lo oven nece be e eie UR 46 Prodata Evolution Usets viniese eee e aa ee 47 Department Codes siii E reet e m eed e a x VR des 48 SOL dorar aaa eo tto o MR ih E dell 49 Troubleshooting Guide for Time Recorder 0 0 cee eee eee eee 58 70 Troubleshooting Guide for Support Folder 0 ccc eee eee 68 69 Warranty Information 446 36 eet eae y a Ra RR Ae es ee 71 o AB TT 72 Ji J T LE ES 74 TIME amp ATTENDANCE SYSTEM WHAT 5 IN THE BOX The TimeTrax Mobile system includes the following 1 TimeTrax Mobile time recorder
76. rface with up to 8 additional TimeTrax recorders in a serial environ ment The Multiplexer can be used in a single computer environment or multi computer environment with SQL software Electrical Installation on Multiplexer Plug the power jack from the supplied wall transformer into the connector labeled POWER and plug the wall transformer into the proper wall outlet The green LED on the front of the unit will turn on N Insert the RJ45 cable included in the shipment from the host Computer into the RJ45 connector marked PC w Using RJ45 cable plug the each Recorder maximum 8 into any one of the RJ45 connectors labeled 1 2 3 4 5 6 7 or 8 A TimeTrax Recorder must be inserted into the connector marked 1 when any clock is included in the system so the clock receives a time signal 4 Open the TimeTrax Program The Initial Communication Screen will indicate the proper connections To Connect With TimeTrax Mobile Terminals TIME amp ATTENDANCE SYSTEM INSTALLING THE SOFTWARE Note Prior to install it is recommended that you disable all anti virus and firewall software so it does not interfere with the software It can be turned back on immediately after installation Wok ome to Cer Get aliii wizard for Tave ram Pen Pe bet PD tart d reti Sai Pan ma mentor M Da e Click NEXT to continue silage Time Trax Time Recorder amp Bell Schedule E To accept
77. rs an Automotive Adapter Car Charger Pyramid Part Number 42180 as an optional accessory to charge your battery on the go Simply plug one end of the car charger into the TimeTrax Mobile charge port and the other end into the car s 12 volt accessory power outlet cigarette lighter for an instant charge As with a 115 volt electrical outlet charge Pyramid recommends frequent recharging USING EMPLOYEE CARDS 1 Insert the employee card at the top of the slot on the right side of the time recorder The card must be held with the magnetic stripe to the right and the card firmly in the slot 2 Rapidly pull the card down through the slot If the employee number is success fully read the time recorder will beep and the card number will be displayed ww briefly on the screen 3 Keypad entry of employee numbers can be done in lieu of employee cards DOWNLOADING PUNCHES Single TimeTrax Mobile Unit Connect the hardware as shown in the diagram on page 5 Once connected open software and from a the Initial Communi E gt cations Form verify re Successful that the recorders are Connection found and select the Download Punches box Select Download Punches TIME amp ATTENDANCE SYSTEM SERIAL CABLE INSTALLATION Q Je TON o OPTION 2 Two available options for connecting the TimeTrax Mobile to your central PC fig A PARTS REFERENCE
78. s optional feature Super These users can access all of the Restricted and Regular Users areas and the following Payroll Groups Employee Groups and Time Source and Sync Standards Upgrade Capability Primary Administrator This is the highest level in the Security chain with access to all TimeTrax functions It is the only level capable of creating and managing user accounts through the System Users and Passwords screen Only one Primary Administrator user is allowed and while the USERNAME and PASSWORD can be edited the account can never be deleted 17 TIMETRAX MOBILE Supervisor Indicates a user who is restricted to viewing the records of only certain Employee Groups TIME SOURCE amp SYNC STANDARDS It is not necessary to make any changes on this screen a 1 SUPERVISOR FUNCTIONS TIME SOURCE STANDARD By default Time Recorder is the most reliable option for time keeping You can change the default to PC if you choose however PCs experience fluctuation by gaining and losing time TIME SYNCHRONIZATION STANDARD By default Powerline is the most reliable option for time keeping You can change the default to Crystal if you choose however internal crystals experience fluctuation by gaining and losing time SYNC BUTTON In the event that the PC and time recorders lose time clicking the Synch button will send a correction to each TimeTrax terminal synchronizing it with the time on the PC Note
79. separately through Pyramid Call Customer Support at 888 479 7264 for more information Register Online 71 TIMETRAX MOBILE TIMETRAX MOBILE PRODUCT LINE PART NUMBER TIMETRAX TERMINALS TTMOBILE TimeTrax Mobile Kit PART NUMBER BADGE SOFTWARE BUNDLE 413028 Swipe Card amp Software 1 25 4130388 Swipe Card amp Software 426 50 413048 Swipe Card amp Software 451 100 PART NUMBER SOFTWARE FTEMP25 Software for Additional 25 Employees FTEMP50 Software for Additional 50 Employees FTEMP100 Software for Additional 100 Employees FTEMP250 Software for Additional 250 Employees FTEMP500 Software for Additional 500 Employees FTEMP1000 Software for Additional 1000 Employees FTEMPUNL Software Unlimited Employees FTDPT Department Codes PART NUMBER BADGES IC EEN 413 Badges 51 100 41305 Badges 101 150 41306 Badges 151 200 41331 Badges 201 300 41332 Badges 301 400 41333 Badges 401 500 41334 Badges 501 600 41335 Badges 601 700 CONTINUED ON NEXT PAGE 72 TIME amp ATTENDANCE SYSTEM PART NUMBER BADGES continued PART NUMBER WARRANTY amp SUPPORT PART NUMBER HARDWARE ACCESSORIES 73 TIMETRAX MOBILE INDEX 7 7th Day Worked Overtime 12 A ACCESSO ES tries 72 73 AA ari ees 13 LE 43 Advanced Employee Groups 12 Anniversary 22400 dancers oet o eti rte ds 13 ADDIOVE spatial 22 Archive Reports dou evene ci 24 Assert Global Special Pay 22 Atten
80. steps on how to import the file you created and saved into PAYCHEX software TIME amp ATTENDANCE SYSTEM PRODATA EVOLUTION EXPORT The following are instructions for setting up and using the PRODATA EVOLUTION EXPORT contained in the TimeTrax Mobile You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be nec essary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be includ ed in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected a nos 7 ProData will provide RATE CODES ne ws for this export cer sertis E Select the drive and location where you want the export file to be saved Click CONTINUE EXPORT and 4 SAVE ANY CHANGES to export aI and save the file where you selected Congratulations you have successfully created and saved a PRODATA EXPORT file You will need to contact ProData to obtain steps on how to import the file you created and saved into ProData software 47 TIMETRAX
81. tain no copies whole or partial b permanently and wholly transfer any and all of the TimeTrax Mobile software including all component parts the media and printed mate rials any upgrades this EULA and if applicable the Certificate of Authenticity to the recipient and c the recipient first agrees to abide by all of the terms of this EULA If the TimeTrax Mobile software is an upgrade any transfer must include any and all prior versions of the TimeTrax Mobile software and any and all of Your rights therein if any Support Services Pyramid Technologies LLC may provide You with support services related to the TimeTrax Mobile software Support Services The provision and use of Support Services is governed by the Pyramid Technologies LLC policies and programs described in the TimeTrax Mobile software user manual and or in online documentation Any supplemental soft ware code provided to You as part of the Support Services shall be considered part of the TimeTrax Mobile software and subject to the terms and con ditions of this EULA With respect to technical information You provide to Pyramid Technologies LLC as part of the Support Services Pyramid Technologies LLC may use such information for its business purposes including for product updates and development Termination Without prejudice to any of Pyramid Technologies LLC s other rights Pyramid Technologies LLC may terminate this EULA if You fa
82. the vertical icon bar displayed in the software as well as on reports TIME TOTALS FORMAT The ALLOW AUTOMATIC APPROVAL OF TIME OF DAY FORMAT The SELECTED PAYROLL RECORDS DURING format in which you want the hours EXPORT Select this option if you want to have payroll displayed in the software as well as on records automatically approved during exports reports NOTE Pyramid does not recommend this option AUTOMATIC BACKUP 16 This screen allows you to select the location that you want to store your system backup The backup is stored in a folder named PYRAMID The critical files for restoring your system are Pyramid mdb Pyrarchive mdb Pyrexport mdb PryPolmd mdb and Pyramid ini This is your main backup and the data updates with each backup action In addition TimeTrax will create a separate zip file archive on the first of every month beginning with the first of the month following the complete installa tion of the software or any time the BACKUP NOW button is selected These zip files are stored in the same location that you chose to store your normal backup of the Pyramid Folder and can be accessed or restored TIME amp ATTENDANCE SYSTEM ACTIVATE AUTOMATIC BACKUP lt lt lt Select this option to turn on automatic backups BROWSE Click this button to find the location l where you would like to store the backups NOTE This can be on a network drive f P BACKUP NOW Immediate Backup
83. to the Serial Port as the issue W2KSP4 Windows 2000 Service Pack 4 upgrade MSDEInstallFolder zip Contains the MSDE installer that may be unzipped and executed manually if the computer that you have selected as the Server also contains another program that uses MSDE Use when you get an error at install advising you of this Note Execute MSDESetup exe not setup exe PyRmt exe Pyramid file allowing for remote communications OBXMLRP2Installer exe Execute when QuickBooks import export is not working properly USBSrDvr exe Driver patch for USB adapter USB to RS 232 serial port 69 a E ls m m wi z 2 m 5 2 wi kil ml ea e IMPORTANT INFORMATION QuickBooks 2007 Integration The new QuickBooks 2007 upgrade contains a PDF Converter that utilizes a virtual port that masks itself as a COM port COM1 This may interrupt communications with time and attendance system since we use your PC s COMI to communicate with our serial time recorders Error Message Communications Failure Computer cannot locate Time Recorder Resolutions 1 Connect USB Adapter Attach RJ45 DB9 adapter to a RS232 USB adapter and then connect the RS232 to your PC 2 Re assign the QuickBooks PDF Converter to a new port by following the instructions below e Select the Windows Start button XP Users Select Printers and Faxes Win2000 Users Select Settings and then Printers
84. try connecting a USB to RS232 adapter Pyramid P N 41685 into the PC and then connecting the DB9 to the USB adapter e If this still does not work it may be necessary to contact your computer support personnel Restoring Database From a Crashed Hard Drive Reload your TimeTrax Mobile Software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running f you have AUTOMATIC BACKUP activated go to CONFIGURE TAB on the VERTICAL ICON BAR and Click on AUTOMATIC BACKUP 60 Choose RESTORE FROM CURRENT BACKUP This will restore all data from the last backup If you have punches in the TimeTrax Mobile unit that have not been downloaded download them as described in the PAYROLL TAB GET PUNCHES SECTION of this manual f you do not have a backup you will need to reinstall your software and go thru the entire setup process beginning with the TimeTrax Mobile Setup Wizard Once this is completed you must perform an EMERGENCY PUNCH DOWNLOAD as described in the following section Emergency Punch Download n the event of a catastrophic database failure due to damage from viruses hard drive crash etc you can retrieve the last 4 000 punches by initiating an EMERGENCY PUNCH DOWNLOAD Before you attempt to do this please note that if you have any inactive employees contained in the last 4 000 punches you will
85. tton in the Employee Detail Screen and check inactive in the address box Next delete the Emp for this record and save the changes Select the new Payroll Group that the employee will belong to Select Add and enter a new employee record for the employee from the Employee Detail screen The new employee must use the same emp the one from the now inactive record first name last name and middle initial In addition you must assign the employee a different card number than the one used in the previous Payroll Group New record cannot contain the same card number s as the original record Select Payroll Group FIRST before adding employee records Once you save the record you will get the Duplicate Employee Warning screen shown below Select OK and the following confirmation screen will appear You must type YES to allow the duplicate employee name VERTICAL ICON BAR Eal E e Get Local Punches gt Get Polling Punches 4 Punch Deta s Workdays Absence 4 ev d Reports f Exports d Archive Reports PAYROLL TAB The working Vertical Icon Bar where daily transactions occur TIME amp ATTENDANCE SYSTEM oo Pee wie Configure Eel o Keypad Punches 12 Set Date and Time ae v Vv Department Codes Preferences s Ne Employee Groups Si Automatic Backup TimeTrax Security Time Source amp Sync SETUP TAB CONFIGURE Operational
86. tware is installed prior to connecting the TimeTrax unit to the PC Connect the 7 RJ45 cable fig D to the RJ45 DB9 adapter fig B and then connect the RS232 USB adapter fig C to the back of your PC fig A STEP II Test that Windows COM Port and DB9 are working properly f the hardware is setup correctly you will need to connect the loop back plug included in the shipment to the DB9 that is plugged into your computer Click the Reconnect Button on your screen If the loop back plug is found it indicates that Windows the COM Port and the adapter are working properly IIa Test that the Cable is working properly Unplug the 7 RJ45 flat cable from the TimeTrax Mobile unit and from the back of the PC Plug them both back in in the reverse order If this still does not work replace the RJ45 cable with another Ethernet or Cat5 cable IIb If the LCD displays time and date test the Time Clock First try unplugging the unit and letting it sit for a few minutes then plug it back into the wall socket If it is still not connecting correctly you will need to reset the clock NOTE Resetting the time clock erases all stored punches To reset the clock unplug the unit and hold down the 0 key while plugging it back in If it does not connect at this point the clock needs to be replaced ib 2 e wi hal m E Step III Loop Back Plug Not Found f the loop back plug is not found
87. uble click on the TIMETRAX Network Agent icon on the Server s desktop An icon in the form of a blue pyramid will appear in the system tray on the lower right corner of your screen This starts the Microsoft SQL Server and allows communications with the Client s The TIMETRAX network is now ready for normal operation The server and the client functions are interchangeable and to secure the integrity of the information being modified only one user can be in the system at that time However only the computer that is connected to the TIMETRAX terminal serial port is capable of retrieving punch data regardless if that computer is the Server or the Client UPGRADE TO SQL FROM A SINGLE USER VERSION It is important that you activate the SQL feature in your existing TimeTrax or Fastime program by calling Pyramid before attempting the upgrade If you currently have TimeTrax previously Fastime software and are upgrading to the SQL version you must copy your database files Close out of TimeTrax Software Create a TimeTrax Backup folder on your desktop Right click on the Desktop and select NEW gt FOLDER Name this folder DATA Navigate to My Computer C Program Files Pyramid TimeTrax folder and locate the following 6 files Pyramid mdb Pyrpolmd mdb Pyrarchive mdb Pyramid ini Pyrexport mdb Pyramid bku If you cannot see the file extensions you may need to go to Tools Folder Options View and then make sure HIDE FILE EXT
88. ult in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law END USER LICENSE AGREEMENT FOR TIMETRAX MOBILE TIME RECORDER amp SOFTWARE MANAGER IMPORTANT READ CAREFULLY This Pyramid Technologies LLC End User License Agreement EULA is a legal agreement between You either an individual person or a single legal entity who will be referred to in this EULA as You and Pyramid Technologies LLC for the Pyramid Technologies LLC TimeTrax Mobile Time Recorder amp Software Manager that accompanies this EULA including any associated media printed materials and electronic documentation the TimeTrax Mobile software The TimeTrax Mobile software also includes any software updates add on compo nents web services and or supplements that Pyramid Technologies LLC may provide to You or make available to You after the date You obtain Your initial copy of the TimeTrax Mobile software to the extent that such items are not accompanied by a separate license agreement or terms of use By installing copying downloading accessing or oth erwise using the TimeTrax Mobile software You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA do not install access or use the TimeTrax Mobile software in such event the original purchaser may however return it to the place of purchase within thirty days of the date of original purchase for a

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