AgVantage PC ETA (Employee Time & Attendance)
Contents
1. Item 1 Action is used where you need to click on a menu option Menus are used to start various programs within ETA In this case you would click on the File Menu then Item 1 then Action Click refers to clicking ONCE with your left mouse button Right Click refers to click ONCE with your right mouse button Double Click refers to clicking the left mouse button TWICE rapidly When a series of steps are required to perform an action a numbered list will be used 1 Open ETA 2 Click Menu Manage Employees 3 Click ADD Installation System Requirements ETA is a PC program written in Microsoft Net and requires that the Microsoft Net 3 5 runtime is installed on your computer If you do not already have the runtimes installed the setup program will do it for you however it is a good idea to go to http windowsupdate microsoft com to obtain the latest service packs for your computer ETA also uses the Microsoft Net 2008 Report Viewer This feature will also be installed on your PC if you do not already have it ETA requires PC running Windows XP or Windows Vista 25 MB of unused hard disk space 256 MB of RAM High Speed Cable DSL T1 internet connection ETA Installation You were e mailed a copy of ETA in a zip file Find this e mail and save it to your PC Locate the zip file and extract the contents then proceed with the installation Double Click the setup exe file not the msi Clic2. Type or tap using the touch screen monitor the Employee PIN 3 Click Enter a Oruse a barcode ready configured to send a RETURN suffix b Oruse a card reader configured to send a RETURN suffix 4 The Employee Status appears for 5 seconds 5 ETA Kiosk recycles the screen awaiting the next punch in or out Kiosk Quick Card
3. Programs gt AgVantage Software gt ETA Client 2 Type your e mail address and password into the appropriate fields 3 Type your company database and password and ETA server 4 Click Login to continue Provided you entered the information correctly you will see the ETA client user interface If you got an error while attempting to login check your settings and try again Milo Client Tm Lx 1 om Avaliable arenos anan S arar arene ome Milo Client a X M I em Avsisble W Alle Viene O Apert Kai W Badger Pat Belcher Brad Biderback Los Bhenberg Michele 5 Bohannon Chuck W Campbell Loa Christensen Wes O Colson Jan F Dah Jason 6 10 2010 Vacation 800 i Pay Penod Totals Regular Hours 5583 Overtime Hours 000 Montgomery Marcie Nemechek Dawn Current Payroll 06 06 10 to 06 19 10 Current Payroll 06 06 10 to 06 19 10 1 In Out Status Update your current status 2 Activity Buttons Punch In punch out and add time off records 3 Current Status shows whether you are punched in or out and the time stamp of the last transaction Timecard Shows the time card for the current pay period Timeoff Shows the time off records for the current pay period In Out Board Shows the status of all employees Punch In Punch Out Depending on your current status eithe rthe Punch In or Punch Out buttons
4. off entry dialog box appears Select a Time Off Type from the drop down list Specify a Start and End date Type the number of Hours per day Click OK to save your changes or Cancel to discard N Ur A nice feature of ETA s time off entry is the ability to add multiple days of time off at one time Consider you are taking a week s vacation Instead of adding five separate time off records you can simply choose Monday as the start date and Friday as the end date and enter the total number of hours per day that you are taking off Client Quick Card ETA Kiosk ETA Kiosk does one thing it punches employees in or out There s no setup no bells and whistles just one simple time clock behavior Large groups of employees can easily use the program to punch in and out at the beginning and end of their shifts With the proper hardware you can even use barcodes magnetic strip cards or a touch screen monitor to facilitate the punch in and punch out process Bar codes and magnetic cards also help reduce the number of employees who punch other employees in or out ETA Kiosk requires that you login to ETA each time the program starts so it s a good idea to create a dummy user and on the first login check the save e mail address and save password checkboxes Once ETA Kiosk is running however anyone with an Employee PIN can punch in or out To use the ETA Kiosk 1 Click START gt All Programs gt AgVantage Software gt ETA Kiosk 2
5. the Active column so that there is NO checkmark in the box 3 Click SAVE to save your changes or CANCEL to discard Setup Workcodes Workcodes or departments locations jobs etc are used to track where your employees are spending their time You may setup any number of Workcodes and even tie default Workcodes to your employees To Add A New Workcode Click Setup Workcodes Click the ID column of the last row Row Header Type a unique alpha numeric ID for the new Workcode Type a Description to display as the new Workcode Click the STATUS checkbox to allow employees to see use Click SAVE to save your changes or CANCEL to discard oO IM To Change A Workcode Click Setup Workcodes Click the cell you wish to edit Make Changes Click SAVE to save your changes or CANCEL to discard Bem It is important that you do NOT change the ID of a workcode that is currently in use on your system Changing the workcode ID will have adverse effects on any time transactions associated with that ID To Delete A Workcode Use the STATUS column to decide whether an employee can see use a workcode Deleting the record could cause orphan time transactions transactions that point to missing data that would become unusable 1 Click Setup Workcodes 2 Click the STATUS column so there is NO checkmark in the box 3 Click SAVE to save your changes or CANCEL to discard The Employee Manager The employee
6. will be enabled If you are currently punched out the Workcode drop down list will be enabled and your default work code will be selected If you are currently punched in the Workcode drop down list will be disabled but show the workcode to which you are punched in Sm To Punch In 1 Login to ETA client 2 Adjust Workcode drop down list if necessary 3 Click Punch In Or use the ETA System Tray Icon 1 Login to ETA client 2 Click the Minimize button in the upper right hand corner a a system tray icon will appear next to the clock on the taskbar 3 Right click the system tray icon 4 Click Punch In To Punch Out 1 Login to ETA client 2 Click Punch Out Or using the ETA System Tray Icon 1 Login to ETA client 2 Click the Minimize button in the upper right hand corner a a system tray icon will appear next to the clock on the taskbar 3 Right click the system tray icon 4 Click Punch Out To Change Your Status 1 Login to ETA Client 2 Click the In Out Status drop down list 3 Click one of the five predetermined Status Codes Or Supply a Custom Message 4 Click Custom Message 5 Type message into Set Your Status Message 6 Click OK To view Employee Status 1 Login to ETA client 2 Click the Employee Status tab 3 Mouse over Employee to view detailed information 4 Click the Refresh button green and red arrows to refresh view To add a time off record Login to ETA client Click Time Off a The time
7. AgVantage PC ETA Employee Time amp Attendance USER MANUAL Updated 6 17 2010 Table of Contents Introduction to AgVantage ETA eese eere eene 4 How to Use This Manual 55 eoe to m ap RR I NIRE 4 EGUDIDCIEUMTONIL 4 ETA Client eC 4 IE A E AAT A INE E TA NE T EON ERE 5 Marital Conventions srssuanane tnie a E Eo spo os 5 Tiastall dEIOTl sensere a TONOA NR 5 NESCIT AUTANT sso iso 5 ETA Installation t 6 OB STOS n ode ie ove dde deena eae deeds 6 Administrative Sulle ds esenee ree a rs er eM ERR SPON 7 LO Gi 10 ETA EA A EL A A E A ETE E OIA ETEA E ETE NIEA 7 The Menu Bar 7 First Things First cete H 8 Setup Company Information eere ee eee esee eene een etat seesteinen enesesse isre geesi 8 Setup EBWVAOIBUS U CR 8 NIS EEMUIIUIMBIIT ERN 9 To Add New Time Off Types ehe ee t repite de e e Ie Re ir er Eee eO eene EYE eene did 9 To Chanj a Time Off Typet dete bee eee he eere Ne re Ree Y et pese 9 To Delete A Time Off Type 5er ehe Ere e eere epe pese Oeo Y ede Decet ta 9 Setup WorkCodeS pL 10 ToAdd A New WOorKCOde rete a e e EST A A I NER Ue A 10 To Change A Workcode ocio ndo ptem eie REOR es 10 To Delete A Wotkcode eene estu p o Ot
8. ETA the Administrative Suite the Client and the Kiosk In addition the appendix includes an Employee Quick Card for easy training Here is a brief overview of each of the modules and where they apply Administrative Suite The Administrative Suite is the heart of ETA It is where you will run reports and time cards add edit or delete employees and manage employee time records Company settings time off types and work codes are also managed here ETA Client ETA Client is a desktop interface that gives you employees with their own PC a richer experience with more information and management than just the Kiosk Employees can punch into and out of various work codes or departments view their time cards for the current pay period add time off records and use the In Out Board ETA Kiosk ETA Kiosk is perfect for high volume punch in out traffic from multiple users This touch screen and card reader enabled program is placed on a PC in a break room or entry way to give an entire shift of employees access to the time clock system Punching in or out is as easy as entering their employee PIN or swiping an ID badge Manual Conventions This manual uses a set of conventions to explain how to use Milo You will come across a number of different font styles and conditions that will assist in your training FIELDNAME is used to reference fields such as test drop down and lists Field names will always appear in UPPERCASE File
9. arted Your company information should be verified you will need at least one work code you should verify and or modify your time off types and of course you will need to setup your payroll date ranges Setup Company Information Your company s information is used to keep track of your billing address primary contact and your method of overtime calculation Click Setup gt Settings to load the dialog box Most information here should already be correct but make sure you keep this data up to date in the event of personnel changes billing address changes etc During your company s setup the overtime calculation was defaulted to 40 hours per week If you run a different overtime schedule such as 8 hours per day or 120 hours per month make those changes here Click OK to save any changes or CANCEL to discard Setup Payroll Periods ETA allows you to automatically create multiple payroll periods beginning on a specified date and continuing for X number of repetitions The payroll periods are used to restrict how much data your employees who use the client see on their screens to default date selection ranges throughout the program to the current pay period and to calculate total regular and overtime hours 1 Click Setup Payroll Periods 2 Select the BEGINNING date of your first payroll on the system 3 Type the number of repetitions you want 4 Choose your payroll type from the drop down list 5 Cl
10. ate and Friday as the end date and enter the total number of hours per day that the employee took off Punched In It s always nice to know which of your employees are punched in at any given time ETA provides a report that shows all employees that are currently punched in and even gives you the ability to punch out employees that may have forgotten to punch out at the end of their shift To View All Punched In Employees 1 Click Employees gt Punched In 2 3 List will be empty if no one is punched in Click REFRESH to update the list without closing and reopening To Punch Out Selected Employees 1 2 3 Click Employees Punched In Select one or more Employees a Ctrl Click will select multiple records simultaneously b Shift Click will select a range of records Click Punch Out Selected a Selected employees will be punched out at the current time b Edit employee transactions to change the punch out time Timecard Generation ETA can generate timecard at any point in the payroll period you don t have to wait until the end of the period to view timecards In fact you can run a timecard report for any range of dates you want During the timecard generation routine a single page report is created for each employee that logged hours for the given period Timecards can be run for a single employee or all employees at once but only employees that logged hours will be shown To Run Timecards For A Single E
11. e OR a Rd ee 10 IUUD TATEVIETPTSUT2 UR M e soises eoio ari costo eesis 13 To Add A New Employee eee eo tee te ede RT eI POR aA EEr 13 To Add Administrative Rights to An Employee ao ec eseeseceseceseseseceeecseeeaeeesecseecseeeseeeseesaeesaeesaes 13 To Edit An Exisung Employee ne Dio eei tt n e T eR Ide Ce e pete ce e 13 Time Record Management socis 13 To Edit A Transa ction cz s reet epe teo ere red tete e anres tte Pa pret ee aeneo beue ee edes eg een 13 To Mark A Transaction Active Or Inactive eseeeseeeseeeseeeeeee eene enne eene enne nente resin nnn enne 14 h EnDPIBDI NT L M sss 14 To Add Manual Transactions sice an a E a e E A E A a E ER O EER S 14 To Add A Time Off RECOrd iere rer teh ere e EA ERE ENE te E epe E 16 PUNCHED i rer 16 To View All Punched In Employees esee eene nen ren n e trennen nennen 16 To Punch Out selected Ex ployees i 4 uin etre e e iere rie mE 17 Timecard 17 To Run Timecards For A Single Employee eese enne nnen nennen 17 To Run Timecards For All Employees onni enne en nnne neret E innen 17 To Export Timecards To Another Program esseeeseeeeeeeeseeeeee eene neret enne nnn enne enne 17 IM NW rU C 18 EIAS E a oho eue qu tesi E A sees B Odo dus 18 Login to ETA eom vossos 18 Punch I
12. e transaction grid shows all regular in out punches for the selected employee and range of dates Inactive records are highlighted in red Time Off Transactions the time off transaction gird shows all of the time off transactions for the selected employee and range of dates Inactive records are highlighted in red Date Range when loading the employee manager the date range defaults to the current payroll period You can however change this to any range of dates you wish ETA retains data so you can always go back and look up an employee s transactions from a week ago a month ago or even years ago Total Hours these boxes show the regular overtime and total hours logged for the selected employee and range of dates Transaction Maintenance as a manager you are able to edit transactions or make transactions active or inactive Manual Time these buttons allow you to add manual or time off records to the selected employee s timecard Mizuno T Manager FITELZNINUUZESINUUN Employee Time Card Information Golenzer Gene Hawes Paul Johnson Ben Employee ID Email Address 70 jeromes agvantage com Employee PIN Kiosk Password Johnson Dave 70 Johnson Patti Date of Hire Jones Tom Apr 03 2006 Klingfus Brandon First Name Last Name Larsen Rod Manager Test Default Workcode Jerome Sprecher Programming D evelopment v Meyer Mark Aclive Employee Allow employee to edit time card Mohr J
13. eremy Administrative Tools Montgomery Marcie Nemechek Dawn Allow administrative access Subordinates Prinsen Rick Superuser Unrestricted Sick Lisa Ahlers Valerie Sirosky Michelle Apenhorst Kari Smatk Mike 2 Badger Pat Sprecher Jerome Belcher Brad Tidd Karen Bilderback Lori User Kisok Blomberg Michelle Willems Theresa Bohanon Chuck Wiltscheck Dawn 1 Employee Information this section allows you to specify employee information such as ID and PIN numbers e mail address and password etc The ETA Client and Administrative Suite use the E mail Address and Password while the Kiosk uses the Employee PIN Administrative Options there are two levels of administrative access that you can give each of your employees By clicking the Allow Administrative Access checkbox and selecting one or more subordinates you are giving the selected employee access to the specified subordinates Naturally selecting super user gives the employee access to all employees in the system Employee Management To Add A New Employee Click Employees Employee Manager Click the ADD button a The Information tab will be selected and all fields empty Employee ID Required type a unique employee ID number Employee PIN Required type a unique employee PIN Email Address Optional type the employee s email address Password Required if Email is specified type employee password Date of H
14. for any given day All work either independently or in addition to any data supplied for the same date For example if an employee worked from 8 00 AM to 12 30 PM then took an hour lunch and then worked from 1 30 PM to 5 30 PM you would enter In TRAN 1 0800 1230 then in TRAN 2 1330 1730 for the corresponding date If an employee worked from 8 00 AM to 2 30 PM without a lunch you would enter In TRAN 1 0800 1430 for the corresponding date If an employee worked for 8 5 hours regardless of the time in and out you would enter In HOURS 8 5 for the corresponding date 7 Click SAVE to save your changes or CANCEL to discard 8 ETA will save each record and provide its status while doing so To Add A Time Off Record 1 Click Employees Employee Manager 2 Click the Employee 3 Click Time Off a The time off entry dialog box appears K Time Off Employee Information Name Sprecher Jerome Employee ID 70 Time Off Details Vacation v Jun 16 2010 jito Jun 16 2010 WM Hours Select a Time Off Type from the drop down list Specify a Start and End date Type the number of Hours per day Click OK to save your changes or CANCEL to discard QUOS E m A nice feature of ETA s time off entry is the ability to add multiple days of time off at one time Consider you have an employee that took a week s vacation Instead of adding five separate time off records you can simply choose Monday as the start d
15. he transaction in the grid you want to mark Click the Mark Active or Mark Inactive button BOIS Transactions cannot be deleted but to keep a particular transaction from appearing on the employee s timecard you can use this feature Manual Entry The manual entry feature of the administrative suite allows you to do two things you can add one or more regular transactions or time off transactions to the employee s timecard at once This feature is especially useful for a location that might not have internet access and therefore not using ETA but where you still want the ease of use for calculating timecards that ETA provides You can also use the manual entry system to add a single transaction such as when an employee forgets to click in for the day To Add Manual Transactions 1 Click Employees Employee Manager 2 Click the Employee 3 Click Manual Entry a The manual entry dialog box appears BON Manual Time Card Entry Employee Information Name Sprecher Jerome Employee ID 70 Time Card Week of IME 13 200 Work Code Administration v Tran 01 Tran 02 or Hours 0641340 06 14 10 06 15 10 06 16 10 06 17 10 06 18 10 06 19 10 Status Ready Save Close 4 Select the Week Of by selecting any date in the week a Sunday through Saturday of the selected week will be shown 5 Select a Workcode 6 Enter one or more transactions There are three columns of data that can be entered
16. ick SET to continue This process will clear out and override any previously set payroll periods Use this feature only if you wish to change or create new periods The progress bar will notify you of the status and clear when complete Click the CLOSE button to close the program Setup Time off Types ETA supports multiple time off types each of which can be configured to or to not add to an employee s overtime Most often companies use defaults such as Personal Time Off Vacation Sick Time and or Holiday however you can specify as many time off types as you need To Add New Time Off Types Click Setup Timeoff Types Click in the ID column of the last row Read Header Type a unique numeric ID for the new time off type Type a Description to display as the time off type Click the Overtime checkbox if this type adds to overtime Click the Active checkbox to allow employees to see use Click SAVE to save your changes or CANCEL to discard CIC On ae QE Tc To Change a Time Off Type 1 Click Setup Timeoff Types 2 Click the cell you wish to edit 3 Make changes 4 Click SAVE to save your changes or CANCEL to discard It is important that you do NOT change the ID of a time off type that is currently in use on your system Changing the time off ID will have adverse effects on any time transactions associated with that ID To Delete A Time Off Type 1 Click Setup Timeoff Types 2 Click
17. ire Required select a date of hire First Name Required type the employee s first name Last Name Required type the employee s last name 10 Click Active Employee if you want the employee to punch in out 11 Click SAVE to save your changes or click Existing employee to discard Nh O 0 SO Ole eo To Add Administrative Rights to An Employee While adding or editing an employee Click Allow Administrative Access If super user then Click Superuser If not Click one or more subordinates to give access to employee Click SAVE to save the changes or click Existing employee to discard a ONS To Edit An Existing Employee Click Employees gt Employee Manager Click the Employee you wish to edit Click the Information Tab Edit employee information Click SAVE to save the changes or click Existing employee to discard Ege pompe c Time Record Management To Edit A Transaction Click Employees Employee Manager Click the Employee Click the transaction in the grid you want to edit Click Edit Transaction a Depending on the type of transaction certain fields will be disabled Edit the necessary data 6 Click SAVE to save your changes or CANCEL to discard Box qwe e Records edited in the employee manager are applied immediately No further action is required To Mark A Transaction Active Or Inactive Click Employees Employee Manager Click the Employee Click t
18. k NEXT to continue Agree to the EULA and click NEXT Specify an installation location or leave as default Click NEXT to continue When ETA is finished installing Click FINISH er re I es If you do not have both the Net 3 5 runtime and the Net 2008 report viewer installed prior to this installation you will be prompted to download and install them BEFORE the ETA installation begins Logging In The ETA login screen verifies your identity and company information Each time you start ETA you are asked for your login information company library and password and the ETA server your company uses In all three of the ETA modules you are asked for this information prior to using the program When you signed up for ETA we asked for the E Mail Address of the Super User and e mailed you a Password for that account Currently this is the only account setup within your company library You were also given a Company Database and Company Password to use with your account This feature lets us keep your data separate from other users and provides an extra level of security Keep your password safe You should never give your company password to anyone unless you want them to be able to set up new installations And remember we will never ask you for your login or company password Finally you were given an ETA Server ETA remembers the company database company password and ETA server you use after your first successful login Yo
19. manager is used to add edit and delete employees make changes or add records to their time cards and to manage their level of access within the system The employee manager gives you quick on screen timesheets to keep track of hours logged by each employee with the ability to view current and historical data The first time you run the employee manager you will notice that only one employee is listed Each employee that uses the system must be added here before they can start tracking their hours AgVantage ETA Manager nh Employee Manager Sun Jun 062010 Johnson Ben E Sat Jun 19 2010 Johnson Dave l Refresh Dates Johnson Patti FT Regular Hours Jones Tom eroh 65 12 Klingfus Brandon zi 09 30 00 AM 04 j Overtime Hours Larsen Rod t r 256 07 30 03 AM 04 28C L M Manager Test TS Ho 2e 071931 AM Tou Hou Meyer Mark 67 1 6 Mohr Jeremy Morgonen Mace Nemechek Dawn dih Mark Active Prinsen Rick Sick Lisa Sirosky Michelle Smark Mike Time Off Vacation User Kisok Willems Theresa Wiltscheck Dawn 1 Employee List the employee list shows you all of the employees setup in the system to which you have access You can modify any aspect of any employee found in this list 2 Add Delete these buttons allow you to create new employees or delete employees out of the system 3 Standard Time Transaction the standard tim
20. mployee QNO IE Click Employees gt Generate Timecards Select the Employee from the drop down list Set your starting and ending date or leave as the current pay period Click Print Timecards A new window appears after a few seconds the timecard will be shown You can print the timecard from this report viewer To Run Timecards For All Employees OPE Click Employees gt Generate Timecards Click the All Employees checkbox Set your starting and ending date or leave as the current pay period Click Print Timecards A new window appears after a few seconds the timecard will be shown You can print the timecard from this report viewer To Export Timecards To Another Program Click Employees gt Generate Timecards Select an Employee or Click the All Employees checkbox Set your starting and ending date or leave as the current pay period Select an Export Type from the drop down list Click Export Timecards IRON ETA Reports ETA ships with a few reports available at Employees gt Reports If you would like more reports added just ask We ll be happy to add almost anything you ll need Reports run on a range of dates defaulting to the current pay period When running reports select a range of dates and click the VIEW button After a few seconds a printable report will appear in the report viewer window ETA Client Login to ETA Start the ETA client using the program menu 1 Click START gt All
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22. u can also tell ETA to remember your e mail address and password as well Login to AgVantage ETA Manager AgVantase Email Address jeremym agvantage com Password Remember my email address Remember my password Company Database milo_asi Company Password Time Tracking Server agtt agvantage com Administrative Suite Login to ETA Start the ETA client using the program menu 1 Click START gt All Programs gt AgVantage Software gt ETA Client 2 Type your e mail address and password into the appropriate fields 3 Type your company database and password and ETA server 4 Click Login to continue Provided you entered the information correctly you will see the ETA client user interface If you got an error while attempting to login check your settings and try again The Menu Bar ETA s menu bar gives you access to all of the features of ETA The menus consist of the following AgVantage ETA Manager SEE File Employees Setup Window Help FILE exit menu option EMPLOYEES manage employees timecards and reports SETUP setup program options work codes and time off types WINDOW shows open windows HELP manual and support information Everything in ETA is accessed via the file menus and as new program enhancements are created new menu options will be added First Things First If this is the first time you have logged into Milo you need to setup a few items in order to get st
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