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PayClock® EZ 2004 User's Guide
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1. At File Type select either HTML or Report Writer format Under File Name use the default name or type a new name If you would like to save the report in a different folder click the Browse button and locate and open the folder then click Save In the Selection section choose the employee s or departments to include on the report Click the Apply button to save the report data Exporting Report Data With the report displaying click the Export button and select the format The Save As window will display PAYCLOCK EZ USER S GUIDE 55 EI Desktop m Documents 4 My Comper My Recert Sd my Network Places Documents MS ados History Desktop 43 Fie name Employee Deisdr dr Serve as type Encel Files i Under File Name use the default name or type a new name If you would like to save the report in a different folder click the Browse button and locate and open the folder then click Save If you choose to export in a Fixed Length File format you will be prompted to define the amount of characters for each field under Length 56 PAYCLOCK EZ USER S GUIDE Emailing a Report With the report displaying click the Email button the E mail Report window will display E mail Report Select the attachment file type and which employees to e mail Attachment File Type 5 HTML htm Report Writer File rwf At File Type select either HTML or Report Writer format In the Selecti
2. s under the Data List Bar PAYCLOCK EZ USER S GUIDE Click the Data button on the List Bar The MyWorkforce Poll Timecard Export and Close icons display Click the Timecard icon the ttmecard window opens ready for you to select an employee The Setup list of icons will not be available when a user logs in using the Guest account 9 10 PAYCLOCK EZ USER S GUIDE Chapter 5 The Employee Icon The Employee icon is used to maintain the employees in the PayClock software This will include adding editing and terminating employees The Employee icon has three tabs General Schedule and Personal The General tab is where you setup information like the employees name and badge number along with other information The Schedule tab is where you define how many hours the employee can work as well as their break meal settings The Personal tab is where you store their address and emergency contact information Adding an Employee General Tab Employee Master Flintstone Fred 0001 New B Ei al Delete X Help Si General Schedules Personal Last Name First Name Ml Type of Employee Flintstone Fred Fui Time z Badge Number Employee Number Pay Class 0001 000001 Basa F Home Department EE Not Selected D 14 00 Date of Hire Inactive Teminated P 03 17 2004 Wed Options Do Not include in Exports 1 From the Setup button on the List Bar click the Employee icon The Employee
3. 5 After logging in the MyWorkforce window will open PayClock EZ 2004 MyWorkForce ojx File View Help Setup My Work Force for 3 17 2004 V 1 Next Period Totals Employees a Work Force Employee001 EmployeeD02 EmployeeD03 EmployeeD04 E EmployeeD05 EmployeeDO6 Timecard Employee007 Regular Overtime Vacation Sick Holiday Employee008 640 00h 132 06h 0 00h 0 00h 160 00h Employee009 Employee010 Reminders Employee011 EmployeeD12 Last Poll Never Emplea Last Update Never Last Export 2 7 2003 at 13 27 Last Backup 2 10 2003 at 08 44 Employee01 4 Employee015 Employee016 Historical Labor Totals Hours o Close Period The MyWorkforce window gives you a status of your software such as the total hours for the current or next pay periods a list of your employees with a running total of hours and whether they are In or Out You will also see a status of certain functions such as the last time you polled or updated the clock exported backed up or archived data and the last time you closed the pay period 6 PAYCLOCK EZ USER S GUIDE Chapter 3 Logging In The PayClock software is password protected this ensures only authorized personnel are able to access your confidential data There are 2 predefined user accounts in PayClock EZ Administrator and Guest Each of these accounts can have a unique password The Administrator account gives the user full access to PayClock whil
4. General Log In PayClock EZ Report Manager Database Manager When you first open PayClock a Log In window appears waiting for you to enter your Payroll Export Wizards password License Manager PayClock Catalo ae Se SES S S You can choose from two users Administrator or Guest The Administrator log in gives Contents Index Search you full access to PayClock while the Guest does not allow access to personal employee data or wage information the Guest log in does allow the user to edit timecards and run MO Welcome to PayClock EZ reports My Work Force The PayClock Menu gt Setup List Bar How to config QQ Data List Bar How to Manage a Using My Work Force al Overview of My Worl wi Period Totals Sectior Ei Changing how Perioc al Employee Section al Reminders Section al Historical Labor Tota a Changing how Histor Type in your new password under New Password and Confirm New Password Gr Overview of the Pall icon then click OK Overview of the Timecard Overview of the Report ic gt Overview of the Export icc D Overview of the Close ico Glossary PayClock Features Mounting the PC100 Terminal gt Troubleshooting amp Tips Once you choose a user enter your password The default password is lathem You should change it to a unique password Enter your password then click OK To change your password At the Log In screen click the Change button Type in
5. Master will display in the work area 10 PAYCLOCK EZ USER S GUIDE From the General tab click the New button the next available blank employee template will display Type in the employees last name first name and middle initial under Last Name First Name and M I PayClock will automatically assign the next available badge number but you can change it if you like To change it type the employee s badge number in the Badge Number field PayClock automatically fills in the employee number but you can change it if you like To change it type the employee number Typically the Employee Number is used to reference the employee s pay data when exporting to a payroll service Type the employee s hourly wage in the Base Pay field If you want accurate wage reports make sure to enter the employee s wage in the Base Pay field Set the Type of Employee You can choose whether this person is Full Time Part Time Temporary or Seasonal from the list At Home Department select the department in which you want their hours to accumulate If you have chosen not to use departments leave this field set to Not Selected You must setup departments in the Preferences tab at the System icon before you can assign them Check the Do Not Include in Exports box if you do not want to export this employee s pay data Example You may want to use this option for temporary employees when you need to track their time but the temp age
6. ata sa 56 Emplovees AAA 49 EXPOLIO ron rencias 54 Si le Te sind ne 51 53 SAVING di ia 54 Selecting AA 49 PAYCLOCK EZ USER S GUIDE 1 Time Period cial das 49 A Ee 52 WIELEN 51 Schedules citar aa 1 12 16 AUS iO toria 1 20 23 e ns de de 19 A ele 16 17 RONG ss EE 21 Templates viudos 20 Seasonal a no apto e 11 Seral id Si 2 SOUR ae 8 Start Override ccccoicoooi nicoiocncicn danna idas 45 Temporary EE 11 Ree HE 25 E 31 OpenId dede 31 Schedule Bar ccoo cinco nssesseetecaned 26 A renee eres pore nerre terse ee eines 29 MIS echte tee 3 Troubleshooting cccooccccccnoccncnonccnnonano 62 Updating A A or rt te ete anne eET 15 ea AAA caterers erie 14 15 USB Age 2 Vacation Time 1 44 MICO a eee iia 60 Wizard te 4 USG0042 Printed in the USA
7. clock PayClock EZ now provides a seamless upgrade path to the Lathem PC400 terminal With the PC400 terminal you will be able to utilize all of your existing badges and cabling The powerful PC400 terminal features e Employee department transfers at the clock e Tips and dollar amount entry at the clock e Ability for employees to view their total worked hours at the clock e PIN entry in addition to or to replace badge swiping at the clock e lt A metal mounting box with key lock and secure cable management e A backlit display for easier employee viewing 4 PAYCLOCK EZ USER S GUIDE Chapter 2 Introduction Using the PayClock software you will perform some typical day to day functions such as maintaining your employees polling the clock editing the employee timecards obtaining reports creating exports and closing the pay period Set up your company clock communications departments and payroll policies using the PayClock EZ Setup Wizard that runs automatically the first time you open the PayClock software PayClock EZ Setup Wizard Step 1 of 11 Welcome to the PayClock EZ Setup Wizard The wizard will allow you to set up information for the following items Company Time Clock Time Settings Departments Pay Period Pay Codes Overtime Breaks Maximum Work Day To start the software double click on the PayClock EZ icon on your desktop PayiElock Ez 004 PAYCLOCK EZ USER S GUIDE
8. department or group Employee List Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want Pay Code Choose the type of non work time such as Holiday Vacation etc Duration Enter the length of the non work time in HH MM format Calendar Choose which day or days this non work time is for by holding the Ctrl key and clicking on the dates The date will only be selected if you use the Ctrl key while clicking on the date Start Override Click this box if you want to use a start time other than what you set in the Non Work Defaults in the Preferences tab of the System icon Enter the start time you want to use Clear Dates Click this button to clear the dates so you can start over 46 PAYCLOCK EZ USER S GUIDE Global ReCalculate Help 2 Group Level NonWork Time Purge Department Group 001 0 Shipping X Start Time of Registration s Employee List 021 8 PM Aman donn HDH Start Date of Registration s Jost 6 04 Tue End Time of Registration s 02 1 8 PM End Date of Registration s 03 1 6 04 Tue Sort By 1 Apply Name Badge The Purge tab of the Global icon allows you to remove punches and non work time from several employees at once Select the employees you want to remove punches or non work time from choose the start and end dates and times to purge and then click Apply For instance you can use this feature t
9. provide added convenience USB ports are found on almost all new computers If your computer does not have an available serial port then our new USB adapter item USBTOSER is the perfect solution If your company has an existing Local Area Network LAN then our new Ethernet Adapter item TXTOSER will allow you to plug in your PC100 terminal anywhere in your facility that has an available Ethernet port Using this option the PC100 terminal could be located up to 330 feet from your computer without running any new cables designed for QuickBooks Support for QuickBooks 2004 PayClock now Hr supports behind the scenes seamless integration with the latest 2004 QuickBooks Pro Premier and Enterprise edition products This integration ensures employees pay codes and payable hours are always up to date and synchronized between the two applications making payroll preparation fast easy and accurate PAYCLOCK EZ USER S GUIDE 3 Support for Intuit s Complete Payroll Payroll Services PayClock now shares data through an export file with Intuit s Complete Payroll software Complete Payroll is Intuit s new payroll service bureau that provides full service payroll processing check printing and tax filing similar to those services offered by ADP and Paychex which are also supported by PayClock Support for Lathem s PC400 Terminal Upgrade As your company grows so may its need for a more feature rich time
10. tab This will override the Maximum Work Day Length setting at the Pay Class icon for that individual employee 18 PAYCLOCK EZ USER S GUIDE e Punched Break Check this box if you require the selected employee to punch for a break Minimum Houts from Start Enter the shortest amount of time a person can work before punching for a break Maximum Hours from Start Enter the longest amount of time a person can work before punching for a break Length Enter how long the break lasts Extended Break Amount Enter the maximum extra amount of time the person can take and the punch still count as a break rather than an in out punch Note This setting will be disabled if the Round Unscheduled Registrations By option on the General tab of the Pay Class icon is set to Not Selected Paid Break If you want the break to be paid check this box e Auto Deduct Check this box if you want PayClock to automatically deduct a fixed amount of break time for this employee Worked Hours to Qualify Enter the amount of time a person must work before the time is deducted Length Enter the amount of time to deduct You can set a break that is both punched and automatically deducted by setting both options The software first looks to see if the person punched for this break If he did punch the break follows the rules for the punched break If he did not punch the break follows the rules for the auto deduct
11. their scheduled Out time This exception only pertains to employees with Fixed Schedules Long Break This exception displays if an employee punches back In from break and the punch falls within the extended break amount Missed Break This exception displays if no punches fall within the scheduled time for the break Missed Break Out Registration This exception displays if the Out for break punch occurs too early or if the employee doesn t punch for the scheduled break Missed Break In Registration This exception displays if an employee punches In from break punch after the scheduled extended break amount Missed In Registration This exception displays if an employee misses their punch or if the punch occurred out of range Click Apply to save your selections Once you select an exception the choice is saved until you go back and make a change 42 PAYCLOCK EZ USER S GUIDE Searching for Exceptions Select the first employee in the list and any exceptions you want to look for Now click the gt button In this example my first employee is Jason Davis Oa iia 125 Mm 02 03 04 05 06 OF 03 03 10 11 19 20 21 22 25 24 25 26 27 20 29 30 31 01 D2 03 04 05 06 OF Up 09 10 11 12 13 14 15 16 17 18 19 20 21 22 26 27 20 29 06 00a o 00a 02 00p aa a Date a Wi GE Se Regular i ger Grand Totals JE E O S Don Mon 1255PM Em 00815 00815 mmm Dong Tue Ion SE os ae
12. 03 Wed 0502 EREECHEN Dep IN GEN 00802 OO OO es 0611603 Tha 258PM EIN 00800 oeoo men Dom Fu osoDAM mm 00000 wen men mom za mn men 36 PAYCLOCK EZ USER S GUIDE Type in the time of the punch if it is an AM time press A if it is a PM time press P In this example 1 00pm is entered Date Day In Out Day Totals Regular OT Vacation Grand Totals 001203 Sun mn mmm 0611203 Man O7584M 1200PM a mem 0611303 Man 1258 PW EIN 00800 en mmm 0011403 Tue 0BoDAM 1200Pm 00808 nao Deta Tue 259M PEN 00800 en men 0611503 Wed 0B00AM 12008m owo O OO mmm DECHE 01 00 Pwl osoo ooe OOO 0 Dep IN CN ow OOO OO es 0611603 Thu 1250Pw EIN 00800 en men Dom Fu oBoDAM mm mn wen men mom za mn men Use the right arrow on your keyboard to move to the minute field of the cell You can also use the mouse pointer and click in the minute field Press the Enter key on the keyboard the punch will be added and placed in the correct position in the table Date Day In Out Day Totals Regular OTI Vacation Grand Totals 001203 Sun mn mmm 061203 Mon O7584M 1200Pm a mem 0611303 Man 258M EIN 00800 oeoo mem 0011403 Tue OBODAM 1200Pw 00808 nao Deta Tue 258M PI 00800 00800 men 061503 Wed 0B00AM 1200Pw owo OO OO mmm O0 PM 05 02PM Em 00800 Dep Tha aan EEN AE mes 0611603 Tha 1250PW EIN 00800 en mem om Fu oBoDAM hmm mn wem mn mom za mn mn PAYCLOCK EZ USER S GUIDE 37 Edit a Punch Using the Time Card Table A
13. Day Phone Relationship mmm mmm Not Selected y Country Postal Zip Second Contact Home Phone Day Phone Relationship Not Selected e Date of Birth Social Security Number 03 17 2004 Wed The Personal tab of the Employee Master allows you to store important employee information for recordkeeping purposes 1 From the employee list at the top of the screen choose the employee 2 Enter the desired personal information for the employee 3 Click Save to keep your changes Editing an Employee 1 From the employee list at the top of the screen choose the employee you want to edit 2 Make the desired changes for the employee 3 Click Save to keep your changes 14 PAYCLOCK EZ USER S GUIDE Terminating an Employee It s not recommended to delete an employee It s better to mark the employee as terminated with the employee terminated you can still report on the data that is linked to the terminated employee If you delete an employee all of their historical data will be removed also Inactive Terminated jw E 7 2004 Wed 1 From the employee list at the top of the screen choose the employee you want to terminate 2 On the General select the Terminated box the employee badge number will be reset to O zero This will allow you to reuse the badge for another employee 3 Enter the date the employee was terminated PayClock will automatically enter your computer s date when terminati
14. PAYCLOCK EZ USER S GUIDE 19 Maximum Work Day Use this setting 1f you need to change the length of the selected employees work day This is the maximum expected amount of time from the employees first In punch to their latest possible Out punch Making this length too short can result in missing punches for the current day Setting this too long may cause punches from the next day to incorrectly calculate on the current day Normally you should leave this setting at the default of 14 00 hours Y Maximum Work Day Length Eo 0 Fixed Schedules These setting are designed specifically for employees that work the same schedule each and every calendar week If your employee s scheduled start and end times change frequently then it is highly recommended that you use Daily Open settings as described previously Fixed Schedule Templates You use the Fixed Schedule Templates section of the Schedule tab to create and manage your basic rotating schedule templates These templates will have the start time and end time for each day in a planned work week After applying the template to the employee you can modify it to fit your needs e Available Schedules Choose which rotating schedule template to assign to the employee You can set up weekly schedule templates by clicking the Setup button e Apply Click this button to apply the rotating schedule template that is displaying in the Available Schedules list to the emplo
15. PayClock EZ 2004 Users Guide Contents CHAPTER 1 WHAT S NEW FOR 2004 0oo00oooo0 0 1 CHAPTER 2 INTRODUCTION coocccocccccooncccnoncncnoncnnnnanonanas 4 CHAPTER 3 LOGGING IN oooccoonccconoccnococcnonnnnnonanonanaronanaros 6 CHAPTER A NAVIGATING oooocccococccococcnocanononacnnanaronanaros 8 CHAPTER 5 THE EMPLOYEE ICON cseseeeeeeeeees 10 CHAPTER 6 EMPLOYEE SCHEDULEG 00 16 CHAPTER 7 POLLING THE CLOChKR REENEN 24 CHAPTER 8 THE TIMECARD ICON 0 eeseseeeeeeeeees 25 CHAPTER 9 EDITING TIME CARDS cteseeeeeeeeeee 31 CHAPTER 10 THE EXCEPTION FILTER 39 CHAPTER 11 THE GLOBAL ICON eee ceeeeeeeeeeeeeeee 44 CHAPTER 12 THE REPORTS ICON cceseseeeeeeeeeee 48 CHAPTER 13 THE EXPORTS ICON ces ceeteeeeeeeeeeeee 97 CHAPTER 14 THE CLOSE PERIOD ICON 98 CHAPTER 15 GETTING HELP ooooccconoccnoncccnonncnonnnnnas 99 CHAPTER 16 TROUBLESHOOTING c ooooccooccccocccncnoocnnos 62 INDEX a ea 66 Copyright 2004 Lathem Time Corporation All rights reserved Reproduction of this document in whole or in part is strictly prohibited This document may contain typographical or copy errors PayClock Lathem the Lathem logo and all other Lathem product names mentioned in this document are registered trademarks of Lathem Time Corporation All other products brand na
16. Smithe John sl t 72 00 4M Wednesday October 15 2003 sa Ga fa Ga Ya 10a lla 12 1 z A 4 5 5 H 5 9 10p 11 y FP A 06 003 ENN ER Op Oe 1200p Ze b 12 00p 01 00 UG Us Click and hold the left mouse button a line will draw that allows you to select the time for the punch move the pointer to the time you want to add You can verify the time using the time reference window 0001 Smithe John Kn 9a 10a iia 12 wem mam 05 00 Pm gt 12 DOp 01 00 UG O0a I If needed press the left or right arrow on your keyboard to pin point the punch time to be added Click the Add Punch button on the toolbar The punch will be added to the schedule bar Notice how the added punch will have the small closed arrow 34 PAYCLOCK EZ USER S GUIDE sa ba fa 6a Do 0a dla 12 1 H A 4 5 5 it D g 10p 11 08 004 12004255 l me UO De 120007 00 05 DU 2 00p 01 00p The time increment that displays when you move the insertion line depends on the zoom level of your timecard The default zoom level will allow you to select time in a 2 minute increment To be able to select time in a 1 minute increment zoom out one level by pressing the left mouse button while the zoom pointer is on the ruler The zoom pointer will look like this Edit a Punch Using the Schedule Bar After selecting the employee and the day to edit locate the punch that you want to delete and click on i
17. This area will display any exceptions that have been ee EE Ee Lee Before you can use the Exception Filter you have to open an employee s timecard normally you would choose the first employee in the list 40 PAYCLOCK EZ USER S GUIDE Select an Exception to Find After selecting an employee click the Exception Filter button The Exception List window will open Exception List E Search For x Missing Registration Arrived Early Arrived Late Lett Early Lett Late Long Break Select Al Select the exception you want to search for by clicking in the box next to the exception The exception is selected when there is an X in the box There are 6 available exceptions to look for see the definitions below Missing Registration This exception displays if there are an odd number of punches Arrived Early This exception displays if an employee s In punch is prior to their scheduled In time This exception only pertains to employees with Fixed Schedules Arrived Late This exception displays if an employee s In punch is after their scheduled In time This exception only pertains to employees with Fixed Schedules PAYCLOCK EZ USER S GUIDE 41 Left Early This exception displays if an employee s Out punch is prior to their scheduled Out time This exception only pertains to employees with Fixed Schedules Left Late This exception displays if an employee s Out punch is after
18. Z USER S GUIDE Chapter 4 Navigating When PayClock EZ opens the MyWorkforce window shows first Along the left side of the window you will see the List Bar which contains icons or links to task you will perform The right side of the window is the work area This is where you will perform your task When you click on an icon the windows associated with that icon appear in the work area to the right of the List Bar There are 2 different sections in the List Bar El Yew te Ge Wen D Setup B e The Setup section contains links to functions that allow you to setup and maintain your system You will use most of these functions the first time you setup your software but seldom after that The System Pay Class and Employee icons are part of the Setup section wy leet 2 a i p e The Data section contains links to functions that allow you to manage data some of these functions will be used on a regular basis The Work Force Poll Timecard Export and Close icons ate part of the Data section Using the List Bar 1 With the MyWorkforce window showing click the Setup button on the List Bar The System Pay Class and Employee icons display 2 To launch a function click on an icon click the Employee icon Notice that in the work area you will see a number of tabs This is the Employee Master this is where you maintain the employee s information within the system 3 Now let s open the Timecard icon it
19. ble max day length set such as 14 hours Click on the day the shift began on in the timecard table of the affected employee s timecatd Move your mouse pointer to where it turns into a bold down arrow in the lower section of the schedule bar Click at the time for the new max day length beyond the last out punch You may find it helpful to zoom out on the schedule bar in order to do this work If needed press the left or right arrow on your keyboard to adjust the end of day time Click Insert New Max Day Length from the menu or click the sunset button See Chapter 7 Editing Time Cards for detailed instructions Click on the question mark on the day in question in the timecard screen Type the hour of the day Click on the minutes and type the minutes If it is a morning punch press the Enter key If it is an afternoon or evening punch press the P key followed by the Enter key PayClock will automatically sort the punches into the proper order No The PC100 time clock can run independently The computer connection is needed only to poll obtain punch data send the time and date and to update the terminal tell it which badges are allowed to punch 64 PAYCLOCK EZ USER S GUIDE I can not connect to the Restart Windows and try communications again PC100 time clock to communicate Make sure the cable plug is pushed all the way up into the time clock Make sure the correct Com Port is selected on
20. by department or multiple departments Advanced bmployee Selection Emplopees that appear in the Employee List are chosen here Dei bom the Group Litt bo get a bet of the aitoned emploness Select the employees Bet eel appear mm the A hos the Emplopes List TE Emplear Dap List Employee List Al Emploperz gt Empe Hoi Assigned gt Employee Surana gt Employee Patz Emplo ee 005 Packira sw Empleos e005 Shipping w Empleo aD07 wd e kuesgttg sw Erckaes tb wv Empel OEM wv Empress 1 00 wv Emploves0T2 DO gt EmploysaM3 3 Sot by Mame ido selec ne egen PAYCLOCK EZ USER S GUIDE 51 If you want to run a report that only displays terminated employees uncheck all of the boxes under Options for Employee List and select the Include Terminated Employees check box You can do the same thing for inactive employees by checking the Include Inactive Employees box Viewing the Report Click the Preview button to view the report or double click the live Sample Preview in the top right corner of the screen PayClock Report Manager Selector GC pormat Tools Help Report Selection Select a Category Sample Preview Double Click to View D Payroll Reports IATL 1124an Employee Non Work Report General Information Go Reports List Reports preg Instructions Schedule Reports 1 0004 38 Employee002 Not Assigned ye 2 ID 000002 Select a Report a uneegen Holaa Personal aner aoe ni
21. ch employee s timecard every time a holiday occurs See Chapter 11 The Global Icon Add Vacation Hours or Time Off in Advance You no longer have to wait for a pay period to begin in order to apply Vacation or Time Off hours to an employee or group of employees Using the new Global editing tool you can apply time individually or to a group for any future date You select the date from a calendar the employee s you wish to apply the time to and the pay code such as Vacation and click a button An Employee Non Work and Future Non Work report have also been added See Chapter 11 The Global Icon 2 PAYCLOCK EZ USER S GUIDE Optional Paid Break Setting This new option allows you to have your employees punch in and out for a break or meal even if you intend to pay them for that time This feature is handy for monitoring possible abuse of paid breaks within your company USB and Ethernet Communications Options The standard communications option for connecting y e the PayClock PC100 terminal to your computer is through serial communication PayClock ships Kin standard with a 25 foot serial cable that plugs into the back of your computer Additional serial cable extensions ate also available Now new for 2004 is the ability to utilize USB and Ethernet connections gt between the PC100 terminal and your computer These options require additional hardware adapters that must be purchased separately but
22. ction PayClock Report Manager Selector File Format Tools Help a AG Report Selection Preview Print Select a Category Sample Preview Double Click to View Employee Non Work Report ABC Company 1 1 2004 300 0004 Payroll Reports arcano List Reports Schedule Reports ATADOS 1124am General Information Instructions E Select the report that is needed ES Select the date range of the report E Select the employees to we 2 ID OO ACE RECH SEH 20 300 ono ono Employee002 Not Assigned Select a Report Vacation Employee Absentee Employee Attendance Employee Monthly Activit Future Non Work Missing Punch ACC Sat ono D Totak ono 000 38100 ono 000 Date Selection report Period Click the View Other Period button to view the report or click the Print button to print the report Employee Selection Employee List Selected will report wi Employee002 0002 vw Employee003 0003 v Employee004 0004 vw EmployeeD05 0005 V Employee006 0006 V EmployeeD07 0007 vw Employee008 0008 iw Employee009 0009 Y Employee010 0010 vw Employee011 0011 Start Date 01 01 2004 Thy m Sort Employee List by Name Badge OID End Date 03 30 2004 Tue mm Options for Employee List Y Show Full Time Employees vw Show Part Time Employees vw Show Temporary Employees vw Show Seasonal Employees No
23. day through Thursday Select the Friday In check box and enter 7 00am Select the Friday Out check box and enter 11 00am Monday Tuesday Wednesday Thursday Friday Saturday Select the In and or Out box for each day you want to enter a fixed schedule time In Check this box and enter the time that the schedule will Start Out Check this box and enter the time that the schedule will end Hours Displays the total hours expected to be worked for the day any unpaid punched or auto deduct break time will be deducted from the daily hours being displayed PAYCLOCK EZ USER S GUIDE 23 Adjust to Fixed Schedule Select this option to define how punches will be adjusted at the beginning and end of the employees fixed schedule Arrive Early Within Length Enter an amount of time that employees can punch In early and have the punch round forward to the Fixed Scheduled In time Example e The fixed schedule In is set to 8 00am e The Arrive Early Within Length is set to 30 minutes e Tom punches in at 7 38am which falls in the 30 minute Arrive Early Within Length zone e The punch will round forward to 8 00am which is the fixed schedule In time Leave Late Within Length Enter an amount of time that employees can punch Out late and have the punch round back to the Fixed Scheduled Out time Example e The fixed schedule Out is set to 5 00pm e The Leave Late Within Length is set to 45 minutes e Tom punches ou
24. e Group employees by department Orientation Selection Portrait Print only the currently viewed employee Co Print selected employees Unselect All vw Employee 4 pa w i EmployeeQ15 J l Employee07 E Copies w Employee07 7 Number of copies S ae SE i vw Employee wi Flintstone Fred O Landscape Your default printer will show in the Printer list To print to a different printer select it from the Printer list Under Orientation select either Portrait or Landscape Under Copies choose how many copies of the report to print and whether to collate if you choose more than one copy Under Options select which options you wish to use 54 PAYCLOCK EZ USER S GUIDE In the Selection section choose the employee s or departments to include on the report When you are satisfied with the settings click the Print button Saving a Report With the report displaying click the Save button and select Report Data The Save Report Data window will display Save Report Data Set the file type and name and select which employees to save File Type 5 HTML htm Report Writer File rwf File Name CAMy Documents E mployee Details htm Selection Save only the currently viewed employee Save selected employees Unselect All v Employee01 4 A v EmployeeD15 wv EmployeeD16 v EmployeeDl 7 v Employee018 wv Employee0D19 v EmployeeD20 wv Flintstone Fred
25. e Employee Absentee JOAO Sat omo om ano pm pm oe e Employee Attendance she Ge e GT B Select the date anda eme range of the Missing Punch report GER Polo ot Ha sl You can print the selected report without viewing it by clicking on the Print button 52 PAYCLOCK EZ USER S GUIDE Using the Reports Toolbar When you run a report the reports toolbar will display above the report This toolbar allows you to perform certain tasks with the displayed report See the illustration below for details on the Toolbar Ki Es E e 4 ES Jonston Rebecca x Back Forward Print Save Export E mail Design Refresh Dates Help Close Z rots Print the report 8 Save the report data or report design Expat Export the report data EI Email the report Pes Modify the report layout Refresh Refresh the report data E Pes Modify the date range for the report E gt MESAS eer Scroll through the report pages Jonston Rebecca e Select employees from the list Dep Open online help x ES Close the open report PAYCLOCK EZ USER S GUIDE 53 Printing a Report With the report displaying click the Print button the Print window will open Select the printer and set the options before printing the report Printer Options ho deskjet 5550 series EI S Make report fit on one page width Print colors Do not print employees with zero hours Print more than one employee per pag
26. e Time Card Schedule Bar The Schedule Bar is located at the top of the timecard it s a graphical display of the punches and non work time for the selected day You can add edit and delete punches on the schedule bar See the illustration below for details Wednesday OC shee LE Sie ba Ya 6a Ja 10a dla Tp Sp Op 10 dip UO de E A os in Shipping 004 00 08 00 120007 00 0500 1200p 01 00p This red dashed line shows the maximum workday length in this example it starts at 8 00am with the first punch of the day and goes to 10 00pm this means the workday can be up to 14 hours 08 008 These double turquoise arrows represent a punched break in this example the punched break is for 1 hour 1200p 01 00 28 PAYCLOCK EZ USER S GUIDE The yellow and blue bars represent the calculated time period between punches in this example there was a 4 00 hour period from 8 00a to 12 00p The name of the employees home department will also show in the bar In this example Shipping is the COPOS S honie depattment The punch on top 5 02p 1s the actual punch The punch underneath is the calculated punch In this example the 5 02p punch calculated as a 5 00p punch based on the rounding rules Notice that the 5 02p punch has a large arrow above it this means the punch came from an employee punch A punch that is added from the software will have a small closed arrow like this t An In punch will have an a
27. e found this message will display Mo Exceptions Found 44 PAYCLOCK EZ USER S GUIDE Chapter 11 The Global Icon Using the Global feature located in the Data section of the list bar you can add non work time for multiple employees at one time This feature is commonly used for e Applying Holiday hours globally to a group of employees e Applying non worked hours such as Vacation to an employee or group of employees for any future date Non Work Time Tab Global ReCalculate g Group Level Non Work Time Purge Department X Group 001 0 Shipping DI Pay Code Duration Employee List Not Selected e 000 00 a Z Ce een GEI J I m m E d 08 00 AM Sort By E Start Override Ge Name Badge The Non Work Time tab of the Global icon allows you to add non work time to several employees at one time Select the employees press and hold the Ctrl key and click on the date in the Calendar select the Pay Code enter how much time to add and click Apply PAYCLOCK EZ USER S GUIDE 45 Recalculate Select this option if you want to recalculate the database when adding non work time for several employees If you don t select the Recalculate option you will be asked to recalculate when you go into the Timecard or Reports icon Group Choose the group that contains the employees you want to work with such as All Employees or a certain
28. e the Guest account is restricted When a user logs in as Guest he or she will not have access to personal employee data or wage information but will have access to timecards exports and reports User List ADMIN Administrator e Password bel 4 Change OF e Cancel W The default password for the Administrator and Guest accounts is lathem It s recommended to change the default password the first time you log into PayClock EZ Passwords can be up to 11 characters and are not case sensitive Launch PayClock EZ 1 Double click the PayClock EZ icon on your desktop As PayClock opens a Log In window appears waiting for you to select a user and enter your password 2 Choose Administrator or Guest from the User List 3 Type in your password and click OK PAYCLOCK EZ USER S GUIDE 7 When PayClock EZ opens the MyWorkforce window appears the user will have access rights associated to the user account selected when logging in Changing the Password Old Password ED OF a Cancel W Hew Password SoS Follow these steps to change your password 1 Ze 6 Launch PayClock EZ At the Log In window select a user from the list Click the Change button Type m the current password at Old Password Type in a new password at New Password and in Confirm New Password Click OK to save the New Password and open PayClock Use this password when you want to log in 8 PAYCLOCK E
29. eports and exports but you cannot edit the closed data Make sure that you have finished making all your changes before closing your pay period You may want to export your data first to ensure it is correct before closing the pay period Click the Close icon the Close Pay Period box appears Close Pay Period E Pay Class Last Closed Date Standard odar Apply Cancel x Click the Apply button the Confirm Close dialog box appears Make sure the date for the pay period being closed is correct If you are not sure if you want to close the selected pay period click CANCEL Type YES and click OK with your mouse PAYCLOCK EZ USER S GUIDE 59 Chapter 15 Getting Help The PayClock Interactive Help System is designed with video audio and text to help you get the most from your PayClock software To find help on a subject select a Topic and then a subject from the Contents list You can also press the F1 key on the keyboard or click on the Help button to open help that is specific to the window you have open Choose Programs from the Start menu then select the PayClock group and click on the Interactive Help System icon The viewer contains 4 sections the Topics window the Contents Index and Search window the Toolbar and Viewing window El PayClock Interactive Help System Viewer dh Ss e amp Play Volume Refresh Print Back Forward Update Options Help Topics
30. estion mark indicates an exception In this example the Oct 13 03 12 59 Ph employee forgot to punch Out PAYCLOCK EZ USER S GUIDE 31 Chapter 9 Editing Time Cards Opening a Time Card 1 From the Data button on the List Bar click the Timecard icon The Timecard window will display in the work area 2 Click the arrow next to the employee list and choose a person from the drop down list by clicking on their name Timecard 0000 Not Selected l E OOOO Hot Selected 0001 Smithe John 0002 Smothers Andy 1 0003 Davis Jason 0004 Sanders Mary 0005 Jonston Rebecca 32 PAYCLOCK EZ USER S GUIDE Selecting a Day in the Time Card After selecting the employee locate and click on the day in the timecard table you want to edit In the example below October 15 1s selected notice that the line of the selected day is highlighted Date Day In Out Day Totals Regular OTI Vacation Grand Totals namen ooo o De1303 Mon ozseam 1200Pm mun am Dong Han 1258 PW Em 00800 men gem Daul Tue ORODAM 1200Pm 00404 me Daul Tue 1258PM Em en men mem 001503 Wed gan CN mun pm Deeg Thu 1259 M Em oeoo 00800 mem Donn nau nm mmm mem men nmn mmm mem PAYCLOCK EZ USER S GUIDE 33 Add a Punch Using the Schedule Bar After selecting the employee and the day to edit move your mouse pointer to the lower section of the schedule bar the pointer will change to a down arrow 0001
31. fter selecting the employee and the day to edit locate the punch that you want to edit Double click in the cell this will open the cell in edit mode In the example below the 5 02pm punch is selected Date Day In Out Day Totals Regular OT Vacation Grand Totals 001208 Sun mn mmm 061203 Mon O7584M 1200PM a mem 0611303 Man 258M EIN 00800 en mmm Domp Tue OBODAM 1204Pm 00404 pen Oc 1403 Tue 1259PM bm men e00 men 061503 Wed 0B00AM 1200RM 00400 pn DoE Wed D Eltere Dep IN 1202PM owa OOO O O 0611603 Thu 1250Pw EIN 00800 oeoo mem Dom Fi oBoDAM hmm 00000 oeoo wooo mom sa A Type over the time and enter the new time If the punch is an AM time press A if it is a PM time press P In this example 5 30pm is entered Date Day In Out Day Totals Regular OTI Vacation Grand Totals aalen cow ole O7584M 1200Pm 00400 mem Dol We 1258 PM EEN 00800 en mem Dom Tue ORODAM 1204PM 00808 mon Dom Tue 1250PW EEN 00800 en men 0611503 Wed OROVAM CN owo OO OO mmm DOE Wed DEET P 00 en 061603 IN DEEN a mes Dome Thu 1250Pw EIN 00800 en mem vom Fu osoDAM bm mn wen mn mom za mn mn 38 PAYCLOCK EZ USER S GUIDE Use the right arrow on your keyboard to move to the minute field of the cell You can also use the mouse pointer and click in the minute field Press the Enter key on the keyboard the punch will be added to the table Date Day In Out Day Totals Regular OTT Vacation Gra
32. hedules You use the Schedules tab to define the employees basic work schedule You can setup the open schedule in the Daily Open section or your can enter a basic fixed schedule or apply a rotating schedule template in the Rotating section Important The fixed schedules apply to the current and next pay period For example if you set up Tuesday with an In time of 7 30am and an Out time of 4 00pm these times will apply to every Tuesday in the current and next pay periods This schedule will rotate indefinitely for each 7 day calendar week The punched break auto deduction and maximum work day length that are setup on the Advanced tab of the Pay Class icon will be applied to each employee To override those settings select the employee and make changes to the Daily Open section of the employees Schedules tab Employee Master Smith John 0001 DI New General Schedules Personal Daily Open Rotating rT Punched Break Fixed Schedules Minimum Hours from Start fo 00 00 Maximum Hour 100 00 Sunday 120 E Extended Break Amount Ion 00 Monday 12 00 m Paid Break 7 E Dei De Wednesday T 12 00 E Auto Deduct Ta A SC BEEN Thursday 7 120 E Worked Hours to Qualify 1000 00 Friday 1120 E Length JUDO U0 Saturday 12 0 E H Maximum Work Day gt Length Ion DO cl Adjust To Fixed Schedule m Fixed Schedule Te
33. ick Close after you have finished After applying a weekly schedule template you can modify the schedule to meet your needs Any break settings in the daily open section will be applied to the employees fixed schedule Important The fixed In and Out times apply to the current and next pay period For example if you set up Tuesday with an In time of 7 30am and an Out time of 4 00pm these times will apply to every Tuesday in the current and next pay periods Rotating You use the Rotating section of the Schedule tab to enter a fixed start and end time for an employees daily work schedule or apply a weekly schedule template You use the Rotating Schedule Templates to create weekly work schedules that have the start time and end time for each day After creating the schedule templates you can assign them to your employees After assigning the templates you can modify the schedule start and end times if needed 22 PAYCLOCK EZ USER S GUIDE Fixed Schedules This tab is used to enter a fixed schedule start and end time for the different days of the week or you can apply a rotating schedule template and if needed modify the schedule to meet your needs Example Sunday Mary works Monday thru Friday Monday through Thursday she starts at 7 30am and ends at 4 00pm On Friday she starts at 7 00am and ends at 11 00am Select the Monday In check box and enter 7 30am Select the Monday Out check box and enter 4 00pm Continue with Tues
34. mes or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies PAYCLOCK EZ USER S GUIDE 1 Chapter 1 What s New for 2004 PayClock EZ 2004 provides several new features to help you manage employee time and attendance quickly and efficiently These powerful new features include Fixed Weekly Rotating Schedules By default PayClock calculates wotked time for your employees on an Open or Unscheduled basis using powerful matched pair logic and rounding rules that you define However for employees that work fixed do not change each week schedules PayClock EZ 2004 now includes a convenient rotating schedule option that will allow you to set the Start and Stop time for each calendar day of the workweek Using these schedules and new Adjust to Schedule rules you can make sure your employees are only paid the time they are scheduled to work even if they clock in early or clock out late You can also search for schedule exceptions such as Arrived Late or Left Early using the electronic timecard s Exception Finder An Employee Schedule and Weekly Schedule report have also been added See Chapter 6 Employee Schedules Global Holiday Time New for 2004 is the ability to add Holiday time or any other non worked time to all employees or a selected group of employees simply and easily with a few mouse clicks This eliminates the need to add time manually to ea
35. mplates Available Schedules _Setup_ Not Selected r Apply PAYCLOCK EZ USER S GUIDE 17 Daily Open Leaving employees on a Daily Open schedule is the simplest and easiest way to track their time This is recommended for most employees An open or floating schedule allows PayClock to define the start and end of the work day An employee s open schedule starts with his her first punch of the day Example The beginning of day setting is 12 00 midnight and the maximum work day length is set to 14 hours e Jane Doe s first punch this morning was at 7 30 am e Using the settings above PayClock defines Jane s open schedule to start at 7 30 am and end by 9 30 pm e So Jane can punch any time today until 9 30 pm Let s say Jane also has a 1 hour break setting so that she can punch for lunch anywhere from 3 to 6 hours after her first punch e Jane s punch was at 7 30 so she can punch out for lunch from 10 30 am to 1 30 pm You use the Daily Open section of the Schedule tab to setup an individual employee punched break or auto deduction You can choose both the Punched and Auto Deduct boxes if your employees can punch but you do not require them to punch If they punch then the break is deducted If they do not punch then the break is automatically deducted If you need to increase or decrease a single employee s work day length you can set it for the employee in the Schedules
36. n Du Tue DEn Enn 0080000800 nem 061503 Wed Rau En mem mme 061503 Wed 9 En Em 0080000800 os Deens Th 07S0AM 1205PM mea mem Deep Thu 1245PM Em 00815 00815 mea Domp nau 1200Pm 00400 mea 061703 Fa ann 0S00PM oeoo mama woan CO oop of mes Regular When the Exception Filter locates an exception it will stop on the day that the exception happened Notice that the Exception Filter has moved to another employee John Smith and has located a missing punch PAYCLOCK EZ USER S GUIDE 43 Smithe John 0001 id 12 00 4M Next Pay Period a fa Ga 10a Tla 12 1p 2p 3p 4p Sp Bp mn Sp 9p 10p Oct O03 Nov 03 SMT WTF 4S 01 02 03 04 05 06 OF 08 03 10 11 19 20 21 22 23 24 25 26 2 28 29 30 31 UI 02 03 04 05 06 OF 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 E Date Day ln Out Dau Totals Regular OTI Vacation Grand Totals fosi203 sun 00800 Dog Mon 0758 AM 1200PW ep eras Tue monan Inn mn Totals Value Regular O28 30 OUT UO OU Vacatl 008 00 oo 16 03 O DM NE EmN mum 028 30 a o00 00 Use the Schedule bar to determine what punches are missing In the above example you can look at the schedule bar and identify that John forgot to punch In from his break he s missing his 1 00pm punch After locating any exceptions correct them and then click the gt button to continue searching for exceptions If no more ar
37. ncy pays them Enter the person s hire date in the Date of Hire field PayClock will automatically enter your computer s date when adding a new employee 11 12 PAYCLOCK EZ USER S GUIDE 11 Click Save to keep your changes or continue to the Schedules tab Schedules Tab Employee Master Flintstone Fred 0001 D New B Save H Undo sl Delete X Help Si General Schedules Personal Daily Open Rotating bas 000 00 IN OUT Hours 000 00 Sunday D Ion oz Der Monday T foc no m Tuesday m foo no Wednesday B Ion 00 A Passe Thursday 12 00 AM E 12 00 AM bot 000 00 Friday T SW 000 00 Saturday 7 Li foo no Maximum Work Day o00 00 M Adjust To Fixed Schedule bes Fixed Schedule Templates Available Schedules _ Setup Not Selected S The Schedules tab of the Employee Master allows you to setup a break rule workday length by employee and an optional fixed schedule These rules drive all of the time calculations for your employees within PayClock Please use caution when making changes or modifying these settings See Chapter 6 Employee Schedules for detailed information on setting up and using Employee Schedules PAYCLOCK EZ USER S GUIDE 13 Personal Tab Employee Master Flintstone Fred 0001 y New B Save aj Undo sl Delete X Help Si General Schedules Personal Address 1 Emergency Data First Contact Address 2
38. nd Totals magie mn mmm 061203 Man O7584M EN a mem 0611303 Man IEN EIN 00800 en mem Daul Tue 0BoDAM ia 00808 mon 0t1403 Tue 258M PEN 00800 00800 men 0611503 Wed gan mn ma mmm SOPM 00830 008 00 mm D DE IN 1202PM 00802 CORD Delete a Punch Using the Time Card Table After selecting the employee locate the punch that you want to delete and click on 1t with the pointer the punch will become highlighted In the example below the employee punched Out twice by mistake the 5 10pm punch is selected Oct15 03 wed O510PH 3 00800 00800 Gm Thu Aiz 028 02 Press the Delete button on the keyboard and select Yes to the delete confirmation message The punch will be deleted Date Day In Out Day Totals Regular OT Vacation Grand Totals PAYCLOCK EZ USER S GUIDE 39 Chapter 10 The Exception Filter The Exception Filter is a feature of the timecard that allows you to quickly search thru the list of employees for certain exceptions An exception is something out of the ordinary such as a missed punch or missed break See the illustration below for details on the Exception Filter z mm E EE Exception Filter Click this button to display the list of exceptions you can search for E E Click this S Click this button to S button to search S search backward in a forward in the e the EE GE SEENEN employee E employee list e pp EE Wi H D Missing Registration
39. ng an employee 4 Click Save to keep your changes You can make a terminated employee active by simply un checking the Terminated box Updating the Clock with Employee Changes When you change or add employee information you should send the changes to the clock There are several ways to send the changes or update the clock e Click on another icon in the List Bar and you will be prompted to send the changes at that time PayClock EZ 2004 E You have changed data which needs to be uploaded to the terminal Would you like to send the changes to the terminal now Yes PAYCLOCK EZ USER S GUIDE 15 e Click the Update Now button in the Reminders section of the MyWorkforce window Reminders Last Poll Never Poll Now Last Update Never Last Export 2 7 2003 at 13 27 Last Backup 2 10 2003 at 08 44 Update Now Export Now Backup Now e Click the Update Clock button on the Terminal Tab of the System icon Test Clock Update Clock Send Clock Time D ate e Enable the Auto Update when Polling option this option sends any changes every time you poll the clock To enable this option select 1t on the Terminal tab of the System icon Communications COM Port 1 v Auto Detect Baud Rate 9600 e M Auto Update when Polling Employees will not be able to punch In and Out if the employee changes are not sent to the clock 16 PAYCLOCK EZ USER S GUIDE Chapter 6 Employee Sc
40. nstall PayClock on the new computer Copy the contents of the database folder on the old computer to the new computer but DO NOT include the Reports folder or the files named App tad Feature tad License tad or Schdindx tad 66 PAYCLOCK EZ USER S GUIDE Index Administrator EE 6 dE EEN ri aai 37 Badge aaa 64 Badge Number AANEREN 11 Break Auto Deduct occocccccnccnccninonininnncnins 17 18 Palid ster at e ences te 2 18 PUGH ENEE 17 18 Calendar eebe e 44 Closing Pay Henod 58 64 A a e a A R 64 Data ala 8 Department 11 TRAN STG RS gege dadas lille dd 3 Employee E 10 Adding onee er ed 10 Dell oa 14 EIN astra dd oda 13 NUDE cto ota 11 Personal iio tddi tasa 13 Terminating NEEN 14 Wade 11 Ethernet raro tt 2 EXCOPUON Sila 1 39 AA csaccoatedeseneunes 40 EXPONMS amd lbs 57 Do not leif Te 11 Fall ID cerrada 11 Global nl 1 44 E GE 6 9 Help ans 59 Hire Date veritat 11 Holiday Tme 1 44 Icon TA lt a A 6 Intuit eect sacle me hn cda 3 List weds aut ewes 8 LOGGING WA WE 6 7 Maximum Work Day 17 19 Mvvorktorce 5 8 Non Work Tumme 44 Part TIME stand 11 PassWord PA AS 7 63 Pay Period CUM a ds 25 Historic vs tddi 25 A A O 25 PCI100 de dedo 64 PC400 Terminal 3 PIN ENUY atrial ds 3 SORTIE 37 PONS aa 24 Punch PAGING tradi id 33 35 63 Dalai iia 34 DeletiNg muss dal 38 O 34 Gel ln ira 37 Purge carro 46 Eeer 2 Recalc late ere aa 45 Register EEN 62 Ee Le CN 48 EMO
41. o quickly remove non work time you have mistakenly added in the future Recalculate Select this option if you want to recalculate the database when removing punches and non work time for several employees Note If you dont select this option you will be asked to recalculate when you go into the Timecard or Reports icon Group Choose the group that contains the employees you want to work with such as All Employees or a certain department or group PAYCLOCK EZ USER S GUIDE 47 Employee List Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want Start Time of Registrations Enter the earliest time that you want to start deleting non work time or punches Start Date of Registrations Enter the earliest date that you want to start deleting non work time or punches End T me of Registrations Enter the latest time that you want to stop deleting non work time or punches End Date of Registrations Enter the latest date that you want to stop deleting non work time or punches 48 PAYCLOCK EZ USER S GUIDE Chapter 12 The Reports Icon The Reports icon opens the Report Manager The Report Manager allows you to run reports on the employee data When you open the Report Manager the Selector will display With the Selector you see four sections the Menu and Button Bar Report Selection which includes a snap shot of the selected report Date Selection and Employee Sele
42. on section choose the employee s or departments to include on the report Click the Apply button your e mail window will open Select who you want to send the report to and click the Send button When e mailing in HTML format it may be necessary to print out the report in landscape orientation PAYCLOCK EZ USER S GUIDE 57 Chapter 13 The Exports Icon The Export icon allows you to export your data to payroll When you click the Export icon a window opens with the exporting options you have setup at the System icon in the Payroll Export tab Creating an Export file Click the Export icon the Export Payroll Data box appears Export Payroll Data x Payroll Interfaces C ASCII Employee List El Dd ASCH Employee List ages Period to Export from Current Pay Period Haut Joss Export Close of Under Payroll Interfaces choose which export you want to create if it is not already selected Under Period to Export from choose which pay period you want to export Click the Export button 58 PAYCLOCK EZ USER S GUIDE Chapter 14 The Close Period Icon The Close Period icon allows you to close out the current pay period Closing the Pay Period The close process moves the current pay period to a historical pay period and locks that pay periods data What was the next pay period will then become the current pay period After you close your pay period you can still run r
43. rrow that points down an Out RE will EE an arrow that Ee Es INPUT EE Es E z E SE oe E a SC Ke e e SUE ANE TEE EE SE ENORME EE SA d s et EE EEN SE PAYCLOCK EZ USER S GUIDE 29 The Time Card Table The Timecard Table is located below the Schedule Bar it displays the punches non work time and exceptions in a spreadsheet like format You can add edit and delete data in the timecard table See the illustration below for details on the default timecard table view Date Day In Out Day Totals Regular OT Grand Totals O mn mp Dotat ue O758AM Em 00400 O owo Detam Man Im gt mn 00400 mp Doug Tue emam Cu osoa e Dans Tue 1258M os02PM 00800 00800 maoo 061503 Wed man CN osoo O men Dous Wed 1255 M EEN en men mmm Deep Thu 0756AM 1202PM ata eme Deeds Thu 1250 M EEN en oeoo mem omg Fi m mn rem nom za mn rem Date This column display the available dates in the pay period Dau This column displays the day of week In This column displays an actual In punch time for that day Out This column displays an actual Out punch time for that day 30 PAYCLOCK EZ USER S GUIDE Dau Totals This column displays the calculated total hours for a pair of punches Regular This column displays the calculated regular hours for each day OT This column displays the calculated overtime hours for each day Grand Totals This column displays a running total of calculated hours A qu
44. support lathem com Issue I can not get the software to register Resolution Close all error messages and restart Windows Go to the PayClock program group and double click the License Manager icon the icon is a hammer on top of a document Click the Recovery button and then phone 1 404 691 1065 and select option 1 to obtain a Recovery Key You will need to give the agent the Recovery Code generated within License Manager While the agent is still on the phone enter the Recovery Key into License Manager and click Start Click the Feature Wizard button and then click Next Confirm that 50 employees 30 demo days shows up in the right hand box Click Next and then click Purchase Software Give the agent the Purchase Code from the top of this screen and then click Finish Type in the Unlock Key number the agent gives you and then click Enable PAYCLOCK EZ USER S GUIDE What is the password to login to the software The last punch for an employee is not showing up How do fix this How do I add a missing punch Does the computer have to be on all the time with the PC100 time clock connected 63 The default password 1s lathem If you have changed the default password and can t remember your new password you must call a Lathem technical support representative who can assist you in resetting your password Verify that you have set a reasona
45. t at 5 22pm which falls in the 45 minute Leave Late Within Length zone e The punch will round back to 5 00pm which is the Fixed Schedule Out time The open schedule settings will be applied for any days that do not have a fixed schedule assigned 24 PAYCLOCK EZ USER S GUIDE Chapter 7 Polling the Clock When you poll the clock you pull the employee punches from the clock into the software After you poll a clock you can edit and manage your data There are two ways to poll the clock e Click the Poll icon in the Data list File Edit Vie Setup Data Work Force e Click the Poll Now button in the Reminders section of the MyWorkforce window Reminders Last Poll Never Poll Now Last Update Never Update Now Last Export 2 7 2003 at 13 27 Export Now Last Backup 2 10 2003 at 08 44 Backup Now It s a good practice to poll your clock everyday If you can t poll everyday you should poll the clock before making any edits in the PayClock software By polling everyday or before making any edits you can be sure you are working with the most current data PAYCLOCK EZ USER S GUIDE 25 Chapter 8 The Timecard Icon The Timecard icon is used to manage your employees punch data You can view and edit employee punches as well as non work time such as sick or vacation time or dollar amounts such as tips You can view employee data for the current next or historical pay periods The current pa
46. t with the pointer a box will surround the punch In the example below the employee punched Out twice by mistake The 5 10pm punch is selected in this example 0001 Smithe John h Jh 200 aM OTAM Wednesday October 15 2003 Sa Ja 10a ila 12 12 00p 01 00p Click the Delete Punch button on the toolbar and select Yes to the delete confirmation message The punch will be deleted PAYCLOCK EZ USER S GUIDE 35 If you are not sure you want to delete the punch select No on the delete confirmation message Add a Punch Using the Time Card Table After selecting the employee locate the day to add the punch and click in the cell In the example below the employee forgot to punch back In from lunch Date Day In Out Day Totals Regular OT Vacation Grand Totals namen f m S mmm 061203 Mon O7584M 1200Pm a mem 0611303 Man 1258 Pw EIN 00800 oeoo mmm 0011403 Tue OBODAM 1200Pw 00808 nao om Tue 259M EIN 00800 00800 men 0611503 Wed an 1200Pm owo OO OO mmm a 00 mm 0611603 Thu 1250Pw EIN 00800 en men om Fu oBoDAM mm mn wen men mol sa mn men Press the Spacebar on the keyboard this will open the cell im edit mode Date Day In Out Day Totals Regular OTI Vacation Grand Totals 001208 Sun coc Die O7584M 1200Pm a mem 0611303 Man 258M EIN 00800 en mmm 0011403 Tue OBOVAM 1200Pw 00808 nao Deta Tue 258M PEN 00800 en men 0611503 Wed 0B00AM 120M owo O OO mmm Do15
47. te If an employee does not appear in the Employee List then check the appropriate items in the Options for Employee List above or click the Advanced Button below Unselect A You can run reports on the current pay period any closed pay period the next pay period certain months or for a date range To make sure you have the latest data you should poll the clock before running reports PAYCLOCK EZ USER S GUIDE 49 Selecting a Report Select a Category Payroll Reports List Reports Schedule Reports Select a Report Employee bsentee Employee Attendance Employee Monthly Activit Future Non Work Missing Punch Choose the type of report you want under Select a Category Choose the report you want to run under Select a Report When you select the report a snap shot of the report will show in the Sample Preview area Before you run your report you should use the Format menu to select how the time date and employee names are formatted You can also set which pay codes will show and how columns and colors will show using the Tools menu Selecting the Time Period Choose the time period for the report under Date Selection You can select the current next or any closed pay period You can also define your own time period by selecting Other Period Date Selection Period Start Date End Date Other Period Y 01 01 2004 Thr m 03 30 2004 Tue m If you choose Other Period the Start Date and End Da
48. te field will open select the date range for the report Selecting Employees to Include Under Employee List choose the employee s to include on the report Employees that will be included on the report will have a check b in the box beside their name 50 PAYCLOCK EZ USER S GUIDE Employee Selection Employee List Selected will report Sort Employee List by Options for Employee List v Employee002 0002 A Name Y Show Full Time Employees A vw EmployeeD03 0003 O Badge vw Show Part Time Employees E v Employee004 0004 OID v Show Temporary Employees E vw Employee005 0005 v Employee006 0006 v EmployeeO0 ODO v Show Seasonal Employees v v Employee008 0008 Note If an employee does not appear in the Employee List then v Employee009 0009 check the appropriate items in the Options for Employee List Y Employee010 0010 above or click the Advanced Button below Y Employee011 0011 v Unselect All Use the Sort Employee List by option to change how employees are displayed in the Employee List they can be sorted by Name Badge number or ID number At Options for Employee List choose whether to show Full Time Part Time Temporary Seasonal Inactive and or Terminated employees in the Employee list Check the box Report on Employees with Zero Hours if you would like employees to display on reports that do not have any time Use the Advanced button to select employees
49. tes or incidents PAYCLOCK EZ USER S GUIDE 61 e Unlimited access to Lathem s extenstve library of web based FAQ s and tech tips eSoftware updates and enhancements during the Support Period e The best value Lathem offers If you make even just one support inquiry a month you could spend 360US a year at pay per call rates Contact Lathem s sales department for pricing on your specific product To enroll call 1 404 691 1065 Monday Friday 8 30 a m to 4 30 p m EST Per Call Telephone Support The perfect option when you want to pay as you go for one on one suppott Assistance from 8 00 a m to 7 00 p m EST Monday Friday Convenient billing to your Visa MasterCard or American Express To receive support on a pay per call basis using your credit card call 1 404 691 1065 Email Support Submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hrs Our knowledgebase contains many hints tips and troubleshooting items that will help you get up and going http support lathem com Email support is currently free to registered users of Lathem products 62 PAYCLOCK EZ USER S GUIDE Chapter 16 Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions To view a complete list of common problems and their solutions please visit our knowledge base located online at http
50. the Setup System Terminal screen in the software Palm Pilots other PDA s software for an uninterruptible power supply a label printer a GPS docking station or scanner can seize the Com Port making it inaccessible for use by other programs To correct this situation CtrltAltt Del Task Manager Processes End Process on Hot Sync end process on Microsoft ActiveSync or any other modules that might seize a com port This is an indication that the employee data has not been When an employee tries to swipe their badge the clock displays Invalid Badge updated at the clock In the Setup section of PayClock go to the Terminal tab located in the System icon and click the Update Clock button Go to the timecard screen and choose Not Selected in I closed a pay period too soon How do I re open it for editing the employee drop down box Click the Close Period icon Click the Reopen button in the upper right Choose Standard for the Pay Class Type YES Click the Yes button to confirm your intent How do I move PayClock software another computer the to PAYCLOCK EZ USER S GUIDE 65 Method 1 On the old computer use Database Manager to create a backup file Install PayClock on the new computer Use Database Manager on the new computer to import the file you created on the old computer Use License Manager to run Recovery followed by Feature Wizard get keys Method 2 I
51. y period is the last active pay period that you have not closed The next pay period is the pay period that follows the current pay period Historical pay periods are ones that you have closed out using the Close icon The timecard has several areas the Toolbar Schedule Bar Timecard Table and Exception Filter 26 PAYCLOCK EZ USER S GUIDE The Time Card Toolbar The Toolbar is located above the Schedule Bar at the top of the timecard it allows you to do such things as select employees add punches and delete punches See the illustration below for details Click this option to show the next pay period This list contains This shows the time a directory of you selected using your employees the insertion point E EEES EN Gate E SE EE SC FE i 0001 Smithe John E Al 12 00AM A al This button a This button deletesa adjusts the punch a work day Es pt EA aaa Ge se GE EE This button This button adds a punch Ss Se forces a punch to be the beginning punch of the next E DEE seen SSS Le Ee SS SE HEEN SE S EE SE EH SEH SE SE Dora eat ea ates a ee Sil wing Pree bine bie are Brea iri EN Ed wing ieee SE era alee Nae a ease Nea eee ee EH Esse Fis Gt Fists Sts si sts Fs SE SL a EX E SE BE SE SE SE SE E EE PAYCLOCK EZ USER S GUIDE 27 Th
52. yee You can set up weekly schedule templates by clicking the Setup button e Setup Click this button to open the Rotating Schedule Templates window 20 PAYCLOCK EZ USER S GUIDE To create a rotating schedule template From the Employee s Schedules tab click the Setup button under the Fixed Schedule Templates section The Rotating Schedule Templates window appears Template Name Fixed Schedules Help e Close x 1 Click New type in a name for the schedule template under Name 2 Select the In box for the day to which you want to enter the start of the schedule 3 At In enter when the schedule will start for the selected day 4 Select the Out box for the day to which you want to enter the end of the schedule This is not required End times of schedules may be left Open or Unscheduled 5 At Out enter when the schedule will end for the selected day 6 Make sure the Adjust to Fixed Schedule box is checked PAYCLOCK EZ USER S GUIDE 21 7 Enter the amount of time employees can punch In early and have the punch round forward to the scheduled In time m the Arrive Early within Length box 8 Enter the amount of time employees can punch Out late and have the punch round backward to the scheduled Out time in the Arrive Late within Length box 9 Click the Save button to keep your changes 10 Cl
53. your password under Old Password Once you change your password keep a copy of it in a safe place in case you forget it 60 PAYCLOCK EZ USER S GUIDE This icon lets you know that there is more information about the item To expand the list click on the plus next to the book and it This icon lets you know that this item is a printable document When you select this item the document will display in the viewing window frase puede has Av a This icon lets you know that this item is a video When you select this item the video will play in the viewing window a a ee S Se Viewing a Topic From the Topics window click on the desired topic a list of the subjects associated with the topic will display in the Contents window Click on an item in the Contents list The details will show in the viewing window Watching a Video From the Topics window click on the desired topic a list of the subjects associated with the topic will display in the Contents window Click on the desired video icon and then click the Play button on the toolbar Annual Support Agreements Annual Support Agreements give you the ultimate in convenience productivity and peace of mind With the Annual Support Agreement you don t have to keep track of minutes and you can contact us whenever you have a question e Unlimited access to highly trained Technical Support Specialists for 12 months with no limits on minu
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