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PayPunch User Manual

1. 4 5 ENES 4 5 5350550660 ls 4 6 Too T P V 4 6 EIN 4 7 Left Menu 201 0 0 ee satse 4 8 Employee ME 4 9 TT 4 11 Accounting Period Pane Professional and Enterprise Editions Only 4 11 Additional Information in the Right Side Pane 4 12 CREATING YOUR ORGANIZATION 4 13 CHAPTER5 MANAGING CONPANIES 5 1 hips C OMAP ANI c P 5 1 Conan ABC 5 2 Overtime Tab PayPunch Enterprise Edition Oniy 5 3 Accounting Period Tab PayPunch Enterprise Edition Only 5 3 Using Program Settings to Set Common Company Parameters 5 5 EDING COMPANIE u T ees 5 6 EERSTEN 5 6 CHAPTER6 MANAGING DEPARTMENTS 6 1 ADDING DEPARTMENTS ami VAS ada adama nda s nade d l 6 1 EDITING DEPARTMENTS 6 2 PayPunch User Guide doc il XPRESS SOFTWARE Table Contents PENE A
2. Break Deduction Break Deduction rin 08 00 Min Working Hours For Break Deduction Rounding Details Round to min Round Down min Round min Time From Registration In dB add Time From Time To Rounded Time Registration Out Time To Rounded Time Cancel Type a Shift Name such as First Second Day Night and so on Note You will need to add different shifts separately Complete the remaining fields according to the following table PayPunch User Guide doc XPRESS SU E DM Aa Managing Shifts Shift Details F PayPunch Add New Shift Shift Details Block Rounding Rules Shift Mame Registration In Add Time From Time To Rounded Time Skift Start 07 00 S Shift End 03 30 PM 2 Min Registration Time 06 00 La Max Registration Time 14 30 FM Break Deduction Break Deduction min Bedi an D egistraton Uut Min Working Hours For Break Deduction Rounding Details Time From Time To Rounded Time Round to min 15 Round Down min 5 Round Up min Shift Start The time when the work shift begins Shift End The time when the work shift ends Min Registration The earliest an employee can punch in before a shift begins For example a shift begins at AM but the employee can punch in at 6 45 AM since
3. 07 00 07 00 07 00 07 00 07 00 07 00 07 00 Shift End 03 30 PDM 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PR 03 30 PM 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PM 03 30 PM 03 30 PRI 03 30 PHI 03 30 PRI 03 30 PRI 03 30 PRI shaft End 03 30 PRI 03 30 PRI 03 30 Pa 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PRI 03 30 PM 03 30 PRI The next example shows that the report continues and includes all three shifts PayPunch User Guide doc 11 13 XPRESS SU E TM Aa Mednezday 000000011 Wary Alba 12 26 2007 12 27 2007 13 28 2007 13 31 2007 13 03 2007 12704 2007 12 05 2007 12 06 2007 12 07 2007 13 10 2007 13 11 2007 13 12 2007 12 13 2007 12 14 4007 12 17 4007 13 18 2007 13 19 2007 12 20 2007 13 21 2007 13 24 2007 12 25 2007 Second Second Second Holiday Shit Name Second Second Second Second Second Second Second Second Second Second Second Second Second Second Second Second Holiday Second Holiday Page 6 of 10 Generating Reports 02 00 PR 02 00 PII 02 00 PRI Shaft Start 02 00 PRI 02 00 PR 02 00 PR 02 00 PR 02 00 PII 02 00 PR 02 00 PRI 02 00 PR 02 00 PR 02 00 PR 02 00 PR 02 00 PR 02 00 PII 02 00 PRI 02 00 PRI 02 00 PR 02 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI shaft End 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PR
4. 82 Advanced Using Shift s Civilian AM PM CH Simple Time Only Military 24Hr 3 User Database Database Program Management Access Control Update User Management Time Calculation Time Format L Options The PayPunch Program Settings window displays Common Settings Minimum time between two registrations rmrm ssi 02 00 Track changes 2 Complete the common registration settings and click the Track changes box to retain a history of changes to punch registrations Note The Track changes option is available only in the Professional and Enterprise Editions 3 Click OK to set the common company parameters Click Cancel to close the window and discard any current entry PayPunch User Guide doc 5 5 XPRESS SU E IN Aa E Editing Companies Managing Companies 1 Click Companies from the lower left menu or from the top menu click Companies Edit Companies 2 Click on the company name to select the company to edit 3 Click Edit Company from the left menu The PayPunch Company Edit window displays 4 Make the necessary changes in the Company Details fields and click OK The company you edited appears in the center Employee Tree pane and in the Companies pane and includes the changes you made Deleting Companies 1 Click Companies from the lower left menu or from the top menu click Companies Edit Companies 2 To select a company to delete click on the comp
5. PayPunch User Guide doc 4 8 XPRESS 5 41 EIWAYE Getting Started However the reverse is not true For example you clicked the Employees tab In the top menu to make changes Then you decide to edit your companies by clicking the Companies tab in the lower left pane The Employees tab Information remains displayed in the top menu even though you are working in the Companies Edit window which is ok f vr Eee gt PayPunch Enterprise 2 mx 12 Companies Employees Reports Tools Help Language i amp mm SG Edit Assign Employees Assign Employees Employee o Shifts Employees to Exceptions Attendance Employees Attendance Companies Edit Employee Tree Companies Operations fil ABC Enterprises Compan Company N Address City Country Postal Code Accounting gt Bea eee 75265 sp Add Company 5 02 DEF Enterpr 123 First Av Dallas USA 75265 f Jim Smart 7 Edit Company Betty Bright a Customer Service K Delete Company e Katy Smith f Jim Bow a Clark Kent Sue Thomas w Human Resources a Sally Smith sib David Struthers sf Manufacturing a Mike Steel GE sib David Walters amp Employee Attendance f Jim Benning Mary Alba arlie Winters m Charlie W T Shipping 85 Departments James Sutherland f Tammy Walters ob Employees Robert Johnson fill DEF Enterprises 79 Shifts Assignm
6. 6 3 CHAPTER 7 MANAGING ENPLOYEES 7 1 ADONG EN ED d mc NT 7 1 FMLN EE 7 3 Placing an Employee on INACTIVE Giatus ooeseeeenneeeneseenssseesssrresseresssrrssseressereessseesssressse 7 4 DELE TING EMPLOYEES 7 5 HEIEREN 7 6 io Dy IL TR hr 7 7 0575606 36 7 7 0177177 N 00 ii ii a n 7 8 Sor Dy Aclive or INACTIVE SIA US kek nm nana nba 7 8 CHAPTER 8 MANAGING SHIFTS PROFESSIONAL AND ENTERPRISE EDITIONS ONLY 8 1 CREATING SHIFTS AND ROUNDING DETAILS 8 1 PAO OIA RTE 8 4 Block Rounding Rules PayPunch Enterprise Edition Only 8 5 EDITING SHIFTS csccccccseccccccccccscecccscccccscccccuseccccaceccusuecccaseececsscccnseececaueseceauceseuseeceeaceeceseeseeaueseeenes 8 6 aaa sees serrer naa 8 6 ASSIGNING SHIFTS ooooooooWcoW Wo WK mann 8 7 CHAPTER 9 MANAGING EXCEPTIONS ENTERPRISE EDITION ONLY 9 1 CREATING tue r zen SECRET Ran heran EN Bee kasan aa dine 9 1 EDITING ei h el EE 9 3 PENGE FIIN 9 3 ASSIGNING dei Ca EEN 9 4 CHAPTER 10 REGISTERING EMPLOYEE ATTENDANGCGE 10 1 ADDINGATPEGISIPATION uu u u m 10 2 EDITNGAREGISTRA TON MEC 10 3 DELETING ENN Ne 10 4 VIEWING ATTENDANCE CHANGE HISTORY o oooocoWo W oo
7. Inconsistency 5s Absence Saved Hours d 4 gt ee Time Card Custom On Site Status Latecomers 255 Employee Schedule Export Reports Reports Custom Reports Tools Tab m Fe PayPunch Enterprise bil SC Companies Employees Reports Tools Help 83 Advanced Using Shift Civilian AM PM 3 a Simple Time Only Military 24Hr User Database Database Program Management Access Control Update Settings User Management Time Calculation Time Format Options The following table describes the Tools options Option Description O User Management See Chapter 3 User Management for detailed information Time Calculation Advanced Using Shifts Simple No Shifts No Exceptions Access Control Controls who walks through the door Select from Civilian AM PM or Military 24 Hr Database Displays the path to the database file and allows you to test the connection PayPunch User Guide doc 4 6 XPRESS SU E TM Aa Option Deseription Getting Started Database Connection Uptions m to PayPuneh Database Database Update Path to the database script for upgrades Do NOT use this option unless you are specifically instructed to do so by the Technical Support team Program Settings Click this button to set the Common Company Parameters For more information see Chapter 5 Managing Companies
8. mmm 10 5 SHOWING DELETED REGISTRATIONS maa aan 10 7 CHAPTER 11 GENERATING REPORTS 11 1 TIME CARD REPORT WEE 11 3 INCONSISTENCY REPOR Ned 11 6 ON SITE STATUS aaa ld ad a a al da aaa 11 7 ACCESS T ME REPORT aad aad d asa 11 8 AB EN EE TN 11 9 LATECOMERS REPORT oo Woro XX Juna 11 10 EARLY OUT et s otos eeose oDe o DPP DPE POPE PDO ESPO ESSE ESPE nooo eono e ennenen 11 11 SAVED HOURS bro 11 12 EMPLOYEE SCHEDULE REPORT mma 11 13 TIME CARD EXPORT REPORT oret o eo oro o s s nS eoD oense eeose e onnee enneren 11 15 11 18 12 OBTAINING TECHNICAL ASSISTANCE 12 1 PayPunch User Guide doc iii d XPRESS SOFTWARE PayPunch User Guide doc Table of Contents XPRESS SU KTN AS E Chapter I Introduction Introduction PayPunch is a feature rich time and attendance tracking software that works with a biometric device to track e Employee start and stop work times e Absences Tardiness e Overtime e Holidays e Vacations The purpose of this document is to guide you through the process of setting up your organization structure in Pay
9. shift 4 Click Yes to delete the shift or No to close the window and keep the shift PayPunch User Guide doc 8 6 XPRESS sU E IN Aa E Assigning Shifts Managing Shifts PayPunch allow you to assign shifts to many employees an entire department or an entire company To Assign Shifts 1 Click Shifts Assignment from the lower left menu or Employees gt Assign Employees to Shifts 2 Click the Shift Name in the Shifts pane located on the right 3 Click the check box of each Company Department or Employee to apply the selected shift Employee Tree D H8 ABC Corporation Accounting Human Resources DI Manufacturing Ele David Langley Olas Charles Duncan Alice Barnett Olas Cyndi Mathews Does Hayden Lewis EH 5 hipping Fjeceiving v 2 Fred K liame Jes David Toliver Mas Diane Mott PayPunch User Guide doc 8 7 XPRESS 3E E TM Aa Managing Shifts 4 In the Shift Assignment pane click a day to apply the shift or click on a day and drag the mouse across several days to apply the shift Shift Assignment Assigning group of employees to the First shift Sun Mon Tue gt 2 i i i 14 i i i 1 i i Sunday December 2 2007 5 From the lower right corner next to the calendar click Apply Changes Shift Assignment Assigning group of employees to the First shift Color Legend Ho shitt assigned Current shift assign
10. 00 Ah 000000005 Sally Smith Actual In Monday 12 10 2007 07 15 09 AM Monday 12 10 2007 03 06 48 PM 00000007 Nike Sted Actual In Monday 12 10 2007 02 06 48 PM Monday 12 10 2007 03 36 48 PM Monday 12 10 2007 06 06 48 PM 000090004 David Walters Actual In Monday 12 10 2007 07 36 00 AM Monday 12 10 2007 03 36 48 PM 000000009 Jones Actual In Monday 12 10 2007 06 45 14 AM Monday 12 10 2007 04 07 31 PM Monday 12 10 2007 10 52 28 PM 00000011 Mary Alba Actual In Monday 12 10 2007 03 01 10 PM Monday 12 10 2007 03 11 11 PM Monday 12 10 2007 10 57 06 PM Monday 12 10 2007 11 05 07 PM 000090013 Charlie Winders Actual In Monday 12 10 2007 10 52 28 PM Monday 12 10 2007 10 59 16 PM PayPunch User Guide doc 11 8 XPRESS sU KTN ARE Absence Report Accountmg Period from The following is an example of the Absence Report Absence Report ABC Enterprises December 01 2007 to December 31 2007 Generating Reports 000000001 Katy Sah Exception Dasi Blessing Dayi 000000002 rra Bow PayPunch User Guide doc Date 1270372007 1270472007 1270572007 1271072007 1271172007 1271372007 12 13 2007 1271472007 1271772007 12 18 2007 1271972007 1272072007 13 21 2007 13 24 2007 12 25 2007 13 26 2007 13 27 2007 13 25 2007 Date 12705 2007 12 04 2007 13 05 2007 13 06 2007 13 07 2007 12 10 2007 12 11 2007 12 12 2007 13 13 2007 12 14 2007 1271772007 1271972007 Shaft Marne Shatt N
11. 000000003 01 Working Hours 0 00 000000003 02 Break Hours 0 00 December 01 2007 to December 31 2007 Total Hours Excel File Excel Xml File Text File CSV File DEF File BMP Image GIF Image JPEG Image PNG Image 24 00 24 00 0 00 0 00 000000003 000000003 000000003 000000004 000000004 02 0 00 000000004 03 24 00 000000004 06 24 00 000000004 07 Overtime Hours 0 00 000000005 01 7 25 000000005 02 0 50 000000005 03 Exception Hours 24 00 000000005 06 31 25 000000005 000000006 000000006 000000006 000000006 000000006 03 06 07 01 TIFF Image Windows Metafile 0 00 0 00 0 00 24 00 24 00 0 00 07 01 02 Codes and Desaiptions Code ede 01 WokigHous 06 Regular Hours With Exceptions 92 Bs Exception Hours Double Overtime Hous 6 Choose the file type in which to export the Time Card Report 7 Complete the Export Settings fields Export Settings Page Range fv All Current Page Pages Enter page number and or pages ranges separated bu commas For example 1 3 5 12 Settings e Open After Export Cancel PayPunch User Guide doc 11 16 XPRESS sU EIWAYE Generating Reports 8 Type a n
12. 1 Click Shifts Assignment from the lower left menu 2 Click Edit Exception The PayPunch Exception Edit window displays 3 Make changes to any of the fields 4 Click OK to save the changes to the exception or Cancel to close the window without saving the information Deleting Exceptions To Delete an Exception 1 Click Exceptions Assignment from the lower left menu 2 Click the Exception Name in the Exceptions pane located on the right 3 Click Delete Exception A warning window displays asking if you want to delete the selected exception 4 Click Yes to delete the exception or No to close the window and keep the exception PayPunch User Guide doc 9 3 XPRESS SU E IN Aa E Assigning Exceptions Managing Exceptions To Assign Exceptions 1 Click Exceptions Assignment from the lower left menu or Employees Assign Employees to Exceptions from the top menu 2 Click the Exception Name in the Exceptions pane located on the right 3 Click the check box of each Company Department or Employee in which to apply the selected Exception Employee Tree DE ABC Corporation Cl Accounting Human Resources Cl Manufacturing David Langley L1 5 Charles Duncan Alice Barnett Ja Cyndi Mathews Ja Hayden Lewis ise Shipping Aeceiving Le Fred i lams Le David Toliver Le Diane Motts 4 In the Exceptions Assignment pane click a day to apply the exception or click on a day and drag t
13. Delete Rounding Details Time From Time To Rounded Time Round to min 15 4 00 PM Round Down min 5 Round Up mir Registration In The Block Rounding Rules in the right pane allows you to set specific times and overrides any settings in the Rounding Registration Out Details This rule applies only when the record comes through the time clock For example you can add a rule to Registration In so that if an employee punches in between 6 00am and 7 00am then the time will be rounded to 00am 5 Click Apply to create the shift and rounding rules and add another shift or click OK to end the Add New Shift session Click Cancel to close the window without saving the information PayPunch User Guide doc 8 5 XPRESS 3E E TM Aa E Editing Shifts Managing Shifts 1 Click Shifts Assignment from the lower left menu 2 Click Edit Shift The PayPunch Shift Edit window displays 3 Make changes to any of the fields Note If you change any rounding rules they only take effect from that point forward so that previous payroll records are not affected 4 Click OK to save the changes to the shift and or rounding rules or Cancel to close the window without saving the information Deleting Shifts 1 Click Shifts Assignment from the lower left menu 2 Click the Shift Name in the Shifts pane located on the right 3 Click Delete Shift A warning window displays asking if you want to delete the selected
14. Delete account window displays Delete account re you sure you want to delete current account 4 Click Yes to delete the user or No to keep the user name PayPunch User Guide doc 3 5 XPRESS SU E IN Aa E Chapter 4 Getting Started Getting Started This section provides a fast start to using the main features of PayPunch PayPunch Organization Set Up Workflow and Daily Activities The following illustrates the process to follow when you set up your PayPunch organizational structure and the process flow of activities that could be performed on a daily basis Workflow Daily Activities Create One or Add Edit Delete Attendance More Companies Records Create Department s Create l Employee s Export ta File Create and Assign Shifts Create and Assign Exceptions PayPunch User Guide doc 4 1 XPRESS 5 41 EIWAYE Getting Started PayPunch Main Window The PayPunch main window is divided into several sections The window panes change according to the task you are performing 9 SU Companies Employees Reports Tools Help ul e Edit Edit Shifts Assignment Exceptions Assignment Companies Departments Companies Shifts Exceptions Employee Attendance Employee Tree Operations L ABC Enterprises a Accounting Add Registration 5 e Jim Smart sb Betty Bright a Cus
15. Export Options Report Options Select Company ABC Enterprises Parad C Use system period From Dec 1 2007 ae To Dec 31 2007 Select Employees Hi ABC Enterprises EN EH ABC Enterprises Accounting Customer Service a Joe Sharp m Katy Smith e Sue Money eis Jim Bow ag Jim Smart eis Clark Kent aga Betty Bright m Sue Thomas S acturi Human Resources e Mike Steel ei Sally Smith e David Walters m David Struthers ei Jim Benning ei Mary Alba aga Charlie Winters ah Shipping 3 Click the single right arrow to move the employees to the right pane which gets included in the report PayPunch User Guide doc 11 15 XPRESS SSD F TUN Ak Generating Reports 4 Alternatively you can click the double right arrows to move all employees to the right pane 5 Click OK The Time Card Export Report displays with the option in the top toolbar to choose the export option gg A a nl mi t a Goda ales v e oe PDF File HTML File MHT Web Archive RTF MS Word File XML File Time Card Export ABC Enterprises Accounting Period from ID Code Desaiption 000000001 01 Working Hours 7 18 000000001 02 Break Hours 0 50 000000001 03 Exception Hours 24 00 000000001 06 31 18 000000001 07 0 00 000000002 01 Working Hours 0 00 000000002 02 Break Hours 0 00 000000002 03 24 00 000000002 06 24 00 000000002 07 0 00
16. Out Report Saved Hours Report Employee Schedule Report Access the reports from the Reports tab in the top menu AS Ga Z PayPunch Enterprise ny Companies Employees Reports Tools Help 2 Time Card G Access Time m Early Qut ll e EH o Inconsistency 33 Absence ga Saved Hours d l Time Card Custom d On Site Status W Latecomers 02 Employee Schedule Export Reports Reports Custom Reports The following table describes each report type Time Card This is the main report that allows a choice of viewing a Detailed Report shows the day by day details or a Summary Report skips the details and only shows PayPunch User Guide doc 11 1 XPRESS SU F TUN AS E Generating Reports 577 overall hours vvorked Inconsistency Shows a list of records that have problems such as records missing a punch out or an unidentified record designated by red question marks so you can go into PayPunch and correct the problems On Site Shovvs a list of employees that are currently vvorking Status Also you can use this report to vievv employees vvho have not arrived for their shift Access Time Simply gives you a list of punches which can be used to check the biometric device Absence Shovvs a list of employees vvho do not report for their assigned shift Latecomers Shovvs a list of employees vvho arrive after their shift begins Fariy Out Shovvs a list of em
17. Sue Thomas Human Resources CJ Manufacturing OS Shipping Wei m m No shift assiqned DG DEF Enterprises L Current shift assigned L Other shift assigned Current shift assigned to some of selected employee s Color Legend reee Ska mei ER Kn Single mouse click on the calendar to wi Employee Attendance ve vg GE EE add or remove shift assignment m Companies A 25 26 27 28 Hold the mouse button down and EZ drag to add shift assignment to 2 2 several days vi Departments go Employees Sunday December 9 2007 Accounting Period From Dec 1 2007 EN To Dec 31 2007 Date Range User defined iv The total number of shifts in current company 3 Instructions on how to use these sections are in the Chapter 8 Managing Shifts on page 8 1 Creating Your Organization Structure The following sections detail how to set up your PayPunch software to reflect your organization structure e Companies e Departments e Employees e Shifts Assignments Professional and Enterprise Editions Only e Exceptions Assignments Enterprise Edition Only e Registering Employee Attendance PayPunch User Guide doc 4 13 XPRESS sU EIWAYE E Chapter 5 Managing Companies Managing Companies This section details the following tasks for managing companies e Add Companies e Edit Companies e Delete Companies Adding Companies PayPunch supports one
18. and Enterprise Editions Licensing The number of PayPunch licenses purchased is based on the number of active employees When an employee leaves the company a new hire can get the terminated employee s PayPunch License to avoid purchasing additional licenses For more information see Chapter 7 Managing Employees PayPunch User Guide doc 1 2 XPRESS 3E E IN Aa E Chapter 2 Installing PayPunch Installing PayPunch Minimum System Requirements Before you begin make sure your system meets the following minimum requirements e Microsoft Windows NT 2000 XP 2003 or Vista e Framework 2 0 e IBM compatible CPU with 300 MHz Intel Pentium processor or faster e 64 MB RAM 256 MB recommended e 50 MB free hard disk space e 800x 600 screen resolution with 16 bit high color or above e 10 100 MB network interface card e Windows compatible printer Downloading and Running the Installation Wizard Use the following procedure to download and install PayPunch PayPunch User Guide doc 2 1 XPRESS sU EIWAYE Installing PayPunch To Install PayPunch 1 Download the program from the following URL www paypunch com download asp 2 Click on the installation file to begin the installation 3 Click Run to begin the installation The Installation Wizard window displays i PayPunch setup Welcome to the Installation Wizard Welcome to the PayPunch Setup program This program will Install Pay
19. entry Note If you clicked Add and added several companies then clicked Cancel only the current entry gets canceled The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane PayPunch User Guide doc 5 2 XPRESS 5 1 F TUN AS E Managing Companies Overtime Tab PayPunch Enterprise Edition Only E PayPunch Company Add Company Details Overtime Accounting Period t Daily Overtime f Weekly Overtime Week Hours 44 00 Mo Overtime Cancel 6 Set the overtime for each company Click the Overtime tab to specify Weekly or Daily overtime hours per company or No Overtime 7 Click the Accounting Period tab Enterprise Edition only to set those parameters or go to Step 8 8 Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session Click Cancel to close the window and discard any current entry Note If you clicked Add and added several companies then clicked Cancel only the current entry gets canceled The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane Accounting Period Tab PayPunch Enterprise Edition Only Using the Accounting Period tab you can select the first day of the week when you want your pay period to begin or choose the System settings as shown in the following illustration Y
20. or in the Companies pane If you attempt to delete a company that has employees the following sample warning window displays ABC Enterprises has one or more employees All employees and their attendance records will be deleted permanently Would you like to continue PayPunch User Guide doc 5 XPRESS sU KTN ARE E Managing Companies 7 Click Yes to delete the company its employees and attendance records or continue to Step 8 Note Once you delete employees and attendance records they are removed from the database and cannot be retrieved 8 Click No to keep the company and its employees PayPunch User Guide doc 5 8 XPRESS 5 41 EIWAYE Managing Departments Chapter 6 Managing Departments This section details the following tasks for managing departments e Add Departments e Edit Departments e Delete Departments Adding Departments Use the following procedure to add departments for each company that you created in Chapter 5 Managing Companies To Add a Department Click Departments from the lower left menu pane as shown in the following display Companies Employers Eeperts Iools trip Language 7 om m 7 Edt L t guits Acagnment Lxcepbons Aesgnment Comparies Departments Coma ves Sill Exepturs Departments Edit Employee Tree Departments Opershons ETE Company Deyi im ri Wee EE sc G Add Department s Joe Enter
21. or more number of companies Each company can have their own set of shifts exceptions and overtime settings To Add a Company Click Companies from the lower left menu or from the top menu click Companies Edit Companies Companies Employees iv mi 4 s 9 Edit Shifts Assigr Companies Departments Companies Companies Edit Operations Add Company Edit Compan K Delete Company ve Employees Shifts Assignment T Exceptions Assignment The total number of companies 2 PayPunch User Guide doc 5 1 E XPRESS SE E IN Aa Managing Companies From the left menu click Add Company The following PayPunch Company Add window displays in the Company Details tab along with the Overtime tab and Accounting Period tab PayPunch Company Add Company Details Overtime Accounting Period Company ID 03 Company Name Address City State Province Ip Fastal Code Country Phone Fax Required Fields Cancel Company Details 3 4 Complete the Company Details fields Click the Overtime tab and the Accounting Period tab Enterprise Edition only to set those parameters Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session Click Cancel to close the window and discard any current
22. out twice etc Manual records do not get rounded E PayPunch Enterprise m x Companies Employees Reports Tools Help Language i s D A 2 Edit Assign Employees Assign Employees Employee to Shifts Employees to Exceptions Attendance Employees Attendance Employee Attendance Employee Tree Total Working Hours Operations HH ABC Enterprises Employee ID First Name Last Name Actual Hours Rounded Hours Accounting gt Katy Smith 7 41 00 dp Add Registration s Joe Sharp 000000002 Jim Bow 0 00 00 0 00 00 s Sue Money 00000003 Clark Kent 0 00 00 0 00 00 17 Edit Registration s Jim Smart 1000000004 Sue Thomas 0 00 00 0 00 00 Betty Bright 36 Delete Registration In f Katy Smith jh Show Deleted Registrations s Jim Bow e Clark Kent s Sue Thomas Details Working Hours e Human Resources Manufacturing Actualin E Actual Qut Actual Hours Rounded In Rounded Out RoundedHo Shift x Shipping EIER 12 06 2007 7 26 00 12 06 2007 12 06 2007 7 30 00 First uret 03 00 00 PM 07 30 00 AM 03 00 00 PM HH DEF Enterprises 12 06 2007 12 06 2007 First 03 32 00 PM 03 32 00 PM 12 07 2007 12 07 2007 0 03 00 12 07 2007 12 07 2007 0 11 00 First 07 34 00 07 37 00 07 34 00 07 45 00 Departments ve Employees 79 shifts Assignment Accounting Period Ko Exceptions Assignment From Dec 1 2007 v T
23. time create your username and password From the top menu click the Help tab al Af PayPunch Enterprise 12 Companies Employees Reports Tools Help Im A 55 PayPunch Enterprise Home Page 50 Contact Technical Support Help Reports User Manual Xpress Software Home Page Help Locate and select the xml file you saved in Step 1 Click Open Your PayPunch software is registered Refer to the user manual for the Universal Biometric Driver for information on ensuring your connection gets established between the computer and the biometric device s PayPunch User Guide doc 2 5 XPRESS SU KTN AS E Chapter 3 User Management Enterprise Edition Only User Management This section covers managing PayPunch user access privileges From the User Management button in the Tools tab you can to add modify or delete employees who are allowed to access the PayPunch software or change passwords Defining User Permissions The following table describes user roles and their corresponding access privileges General Administrator rights to all companies The Supervisor General Supervisor assigns all of the roles including their login IDs and password General User Read only rights to run reports The General User can view all companies but cannot make any changes Company Administrator rights to one company Supervisor Department Administrator rights to only their assigned Su
24. 00 E Sur Money 127 EM Enueplion Elsi dim Smar Ez Belly Epi O Customer Serier DJ Human Flesreurcei e JJ Bamdachuraa Exceptions Assignment CU Shipping Ds James Sutherland Os Tammy wi se Brbeg Johnsen D E DEF Enmeipipet Delete Lucepbion SSK NJ cp emplryeni bo le Hobday enosti Coke Legend z Hu aropa pal EI Lumuril Brun sil 3 3 5 El Dirar mir ad Den eveeption assigned 10 11 12 13 14 15 ee EE r Single moure chek on fi calendar lo Employee Attendance Te 17 16 95 20 Ri gangen L za zz Hoki Has rase bular dosen ard dB co Kn HEG ring in add reception assignment In LE 0 H I 2 3 4 5 POR EIS Departments casco 798 shatsinssanment Accounting Perled Si Dale Fange Use dener DI w uy The total number of mernnifinni in r rrent company 2 PayPunch User Guide doc 9 5 XPRESS SU E IN Aa E To Edit Assigned Exceptions Managing Exceptions 1 Click Exceptions Assignment from the lower left menu or Employees Assign Employees to Exceptions 2 Click the company employee or department name of the exception you want to edit 3 Click Edit Exception The PayPunch Exception Edit window displays 4 Make changes to any of the fields 5 Click OK to save the changes to the exception or Cancel to close the window without saving the information 6 To ch
25. 00005 John Chandler v 000000004 Donald Robertson v 000000005 James v 000000006 Kenneth Morman v 000000000 Susan Zhare v Sort by Last Name Click Last Name as shown The employees display by alphabetical order of their last names Employees Employee ID First Mame Last Mame cE TU Chander RS 000000001 Bill Davidson 00000000 Barbara Edmondson v 000000005 Ellen James v 00000006 Kenneth Norman v 000000004 Donald Robertson v UDDDDDDOS Susan Zhare v PayPunch User Guide doc 7 7 XPRESS 3E E IN Aa Managing Employees Sort by First Name Click First Name as shown The employees display by alphabetical order of their first names Employees Employee ID First Name Last Mame Active m awa Edmondson 000000001 Bill Davidson v 000000004 Donald Robertson v 000000005 Ellen James s 00000000 3 Jahn Chandler v 000000006 Kenneth Norman v 000000008 Susan Fhare s Sort by Active or nactive Status Click Active as shown You can view all inactive employees first in the list or click Active again to view all active employees first I mq Employee ID First Name Last Mame k b Sandra Billing m m m 000000001 000000002 000000010 3 000000004 000000005 000000006 000000007 000000005 000000005 0000001 0 00000001 1 00000001 3 00000001 4 t n n 00000001 B 00000001 7 00000001 5 Katy Jim Clark Sue Sally David Mike David Joe Jim Man Ch
26. 18 Delete 8 6 Early Out 11 1 11 2 11 11 Edit 8 6 Employee Schedule 11 1 11 2 11 13 Edit Assigned 8 9 Export Time Card 11 15 Managing in PayPunch 8 1 Inconsistency 11 1 11 2 11 6 Latecomers 11 1 11 2 11 10 T On Site Status 11 1 11 2 11 7 Saved Hours 11 1 11 2 11 12 Technical Assistance 12 1 Time Card 11 1 11 3 11 4 11 18 Reports U Generating 11 1 Rounding Details 8 4 User Management 3 1 Round Down min 8 4 Add User 3 2 Round to min 8 4 Delete User 3 5 Round Up min 8 5 Edit User 3 4 User Permissions define 3 1 S Shift PayPunch User Guide doc IN 2
27. 206 2007 03 32 00 PTT First Friday 13 07 2007 07 45 00 First 000000003 Clack Kent Registration Toe Shaft Troe dag 1206 2007 08 00 00 First 000000007 tte 5164 Registration Time Shaft hlonday 1271072007 15 06 43 PM TY 000000009 Patty Jones Registration Time Shift hlonday 1271072007 10 52 28 PM PayPunch User Guide doc 11 6 XPRESS sU KTN ARE Generating Reports On Site Status Report The following displays an On Site Status Report Inconsistency Report ABC Enterprises Accounting Period from Damba 01 2007 to Dambe 31 2007 000000001 Katy Sra Registration Toe Shaft Troreday 1206 2007 03 32 00 PTT First Friday 13 07 2007 07 45 00 First 000000003 Clack Kent Registration Toe Shaft 1206 2007 08 00 00 First 000000007 tte 5164 Registration Time Shift hlonday 1271072007 6 05 48 PM 000000009 Patty Jones Registration Tome Shaft hlonday 1271072007 10 52 28 PM PayPunch User Guide doc 11 7 XPRESS sU KTN ARE Generating Reports Access Time Report The following is an example of an Access Time Report Access Time Report ABC Enterprises Accounting Period December l 2007 to December 31 2007 000000001 Katy Sah Actual m Troms day 12 06 2007 07 34 00 Troms day 1206 2007 03 00 00 Troms day 12 06 2007 03 32 00 PM Friday 12 07 3007 07 37 00 000000003 Clack Keni Actual In Troms day 13 06 2007 08 00
28. 3 000000013 Clark Kent Sally Smith David Walters David Walters Charlie Winters Charlie Winters Charlie Winters 12 06 2007 06 00 00 PM 12 10 2007 05 06 48 PM 12 10 2007 07 36 48 PM 12 10 2007 03 36 48 AM 12 10 2007 06 53 16 AM 12 10 2007 06 47 11 PM 12 10 2007 06 53 16 PM Sherry Delling Sherry Delling Sherry Delling Sherry Delling Sherry Delling Sherry Delling Sherry Delling 12 15 2007 06 40 17 PM 12 18 2007 02 25 40 PM 12 18 2007 02 36 00 PM 12 18 2007 02 37 10 PM 12 18 2007 02 43 56 PM 12 18 2007 02 44 14 PM 12 18 2007 02 44 30 PM Michael Michael Michael Michael Michael Michael Michael Incorrect punch time by employee Time entered incorrectly Punched in at the wrong time Punched in too early Wrong punch time Employee accidently punched out Wrong punch time Amount of selected records 3 If you need to undo a deleted time Click to check the Undo box next to the time you don t want deleted 4 Click the Undo Selected button The record no longer appears in the Deleted Records window and the original device time reappears in the Details Working Hours pane for the selected employee 5 Click OK PayPunch User Guide doc XPRESS d KTN AS E Chapter 11 Generating Reports Generating Reports This section covers the following PayPunch reports Time Card Report Inconsistency Report On Site Status Report Access Time Report Absence Report Latecomers Report Early
29. 9 1 Edit User 3 4 Delete 9 3 General Supervisor 3 1 Delete Assigned 9 7 General User 3 1 Edit 9 3 User 3 2 Managing in PayPunch 9 1 B G Block Rounding Rules 8 5 Getting Help 12 1 Registration In 8 5 Registration Out 8 5 Break Deduction 8 4 Min Working Hours 8 4 Install PayPunch See PayPunch install Introduction 1 1 C Company M Add 5 1 Manual Time Input Create 5 1 Add Time 10 2 Delete 5 6 Delete Time 10 4 Edit 5 6 Edit Time 10 3 Managing in PayPunch 5 1 Show Deleted 10 7 Program Settings 5 5 Customers O Getting Help 12 1 Organization Structure D Create 4 13 Departments p Add 6 1 Create 6 1 PayPunch Delete 6 3 daily activities flow 4 1 Edit 6 2 Employee Tree 4 9 Managing in PayPunch 6 1 Getting Started 4 1 Installing 2 1 E Left Menu 4 2 4 8 Licensing 1 2 Edit Main Window 4 2 Departments 6 2 New Updates 1 1 Employees register software 2 4 Add 7 1 Right Pane 4 11 Add Punch Time 10 2 system requirements 2 1 Attendance 10 1 Top Menu 4 2 Delete 7 5 7 6 workflow 4 1 Delete a Punch Time 10 4 PayPunch User Guide doc IN 1 XPRESS SU EIWAYE Index Break Deduction 8 4 Program Settings Details 8 3 Company Parameters 5 5 End 8 3 Max Registration Time 8 3 Min Registration Time 8 3 R Start 8 3 Shifts Add 8 1 Absence 11 1 11 2 11 9 Assign 8 7 Access Time 11 1 11 2 11 8 Assign In Advance 8 9 Custom Reports 11 2 11 18 Creating 8 1 Design Custom 11
30. Exceptions PayPunch User Guide doc 9 1 XPRESS 3E E IN Aa E Managing Exceptions 2 From the left menu click Add Exception The PayPunch Add New Exception window displays PayPunch Add New Exception Exception Details Exception Name Holiday Paid Hours 06 00 x Coefficient 1 50 zel ES Include these exception hours in the overtime Include working hours in the overtime L Required Fields 3 Type the Exception Name Examples Holiday Sick Day and Vacation 4 Enter the number of Paid Hours that applies to the Exception 5 Enter the Coefficient pay which is the pay the employee receives if they do work on the exception day For example if you put 1 5 in this field and the employee works 6 hours on a day when the exception is assigned their work hours will be multiplied by 1 5 6 If the exception hours are to be included in overtime click the check box Otherwise leave the box unchecked 7 If the employee working hours on the day the exception is assigned are to be included in overtime calculations click the check box Otherwise leave the box unchecked 8 Click Add to create the exception and add another one or click OK to add the exception and end the Add New Exception session Click Cancel to close the window without saving the changes PayPunch User Guide doc 9 2 XPRESS SU E TN Aa E Managing Exceptions Editing Exceptions To Edit an Exception
31. I 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 000000012 Stoney h Combs PayPunch User Guide doc 12 26 2007 12 27 2007 12 28 2007 13 31 2007 1270373007 12 04 3007 13 05 2007 12 06 2007 12 07 2007 12 10 4007 12 11 3007 12 12 3007 Second Second Second Holiday Shit Exception Name 02 00 PR 02 00 PR 02 00 PRI Shaft Start 11 00 PRI 11 00 PR 11 00 PR 11 00 PR 11 00 PR 11 00 PR 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI 11 00 PRI Shift End 07 00 07 00 07 00 07 00 ARI 07 00 ARI 07 00 ARI 07 00 07 00 11 14 XPRESS SE E IN Aa Generating Reports Time Card Export Report 1 You can export the Time Card Report data to a CSV MS Excel or other file types From the top menu click Reports Time Card Export mi B Z PayPunch Enterprise TE Companies Employees Reports Tools Help gr Time Card is Access Time Early Qut fi Cy Inconsistency ES Absence An Saved Hours Time Car Custom amp On Site Status W Latecomers 52 Employee Schedule tN Reports IL Reports Custom Reports The PayPunch Time Card Export Options window displays 2 Click the company department or employee to include in the report The example shows that the report will only include the Customer Service and Human Resources departments E PayPunch Time Card
32. Note The Track changes option is available only in the Professional and Enterprise Editions PayPunch Program Settings Common Settings Minimum time between two registrations mm ss3 00 a Track changes Help Tab Click the Help tab for links to helpful information and registering your license key For more information on the Install License Key button see Registering Your PayPunch Software on page 2 4 PayPunch User Guide doc 4 7 XPRESS WU KTN ARE Getting Started MD ae Hes PayPunch Enterprise Companies Employees Reports Tool Help ad 1592 PayPunch Enterprise Home Page i E a d v Contact Technical Support Help Reports User About Install Manual Xpress Software Home Page License Kev Help Registration Left Menu Pane The PayPunch left menu pane simply provides another alternative for selecting tasks versus clicking tabs from the top menu The following display shows that the Companies tab was selected from the top menu followed by clicking Edit Companies The choices to add edit or delete a company display in the Operations pane and the Companies tab gets highlighted in the lower pane vi eise A Companies Employees anm ane 5 KE Edit Edit Shifts Assigr Companies Departments Companies Companies Edit Operations Add Company 7 Edit Company Delete Company The total number of companies 2
33. Punch creating reports and managing employee time and attendance Intended Audience This guide is for administrators managers Supervisors or anyone who is responsible for setting up managing or monitoring the PayPunch attendance tracking software and PayPunch reports What s New PayPunch version 7 provides the following new or modified software changes New User Interface PayPunch appearance changes from MS Office 2003 to MS Office 2007 All Editions Report Editor Provides the ability to modify current reports or create new reports Enterprise Edition e Exceptions New capability exists to mark if exception hours should be counted towards overtime or not Enterprise Edition User Management Two new roles added Department Supervisor and Department User Enterprise Edition e Custom Accounting Period You can create custom time periods Enterprise Edition PayPunch User Guide doc 1 1 XPRESS SU E IN Aa E Introduction History Tracking Retains a history of manual changes in the system to the Employee Attendance and provides rollback capabilities Enterprise Edition e Overtime Calculations Automatically calculate overtime hours Professional and Enterprise Editions e Customizable Export Allows exporting to custom Excel or CSV formats You can customize the export to match your accounting software such as ADP QuickBooks and more Professional
34. Punch on pour computer It is strongly recommended that vou exit all Windows programs before running this Setup program Click Cancel to quit Setup and close any programs you have running Click Next ta continue with the Setup program WARNING This program iz protected by copyright law and International treaties Unauthorized reproduction or distribution of this program or any portion af it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Wizard Ce Jes a 4 Click Next 5 Ifyou agree to the License Agreement click the Yes check box and click Next 6 Continue following the directions in the Installation Wizard PayPunch is successfully installed when the following Installation Complete window displays PayPunch User Guide doc 2 2 XPRESS 51 F TW Akt Installing PayPunch i PayPunch setup Installation Complete PayPunch haz been successfully installed Press the Finish button to exit Setup program h E m c Installation Wiza rd Run PayPunch Enterprise 7 Click Finish to end the Installation Wizard and run PayPunch Note If you do not want to run PayPunch after the installation click the Run PayPunch Enterprise check box to uncheck the box and click Finish PayPunch User Guide doc 2 3 XPRESS SU E IN Aa E Registering Your PayPunch Software Installing PayPunch Use the fo
35. Rounded Time 03 30 PM i 06 00 AM 2 04 30 PM 2 30 Registration Out Min Working Hours for Break Deduction 0400 Rounding Details Round to min 15 Round Down min 5 Round Up min Add Round to min Round Down min PayPunch User Guide doc Time From Time To Rounded Time When records come through a time clock device they can be rounded For example put 15 in this field This means that all times are going to be rounded to the nearest guarter of an hours 15 30 45 and 00 Sets the rule on how to round the time For example if we put 5 in this field then the first 5 minutes will get rounded down and the remaining times will get rounded up 8 4 Va XPRESS SOFTWARE Managing Shifts Break Deduction In PayPunch Enterprise you can set different rules for punching in and out Round Up min This field gets automatically populated based on the Round to and Round Down values Block Rounding Rules PayPunch Enterprise Edition Only E PayPunch Shift Edit Shift Details Block Rounding Rules Shift Mame Registration In Add 127 Edit Delet Shift Start 07 00 AM np L l elete Shift End 2 30 PM Es Time From Time To Rounded Time 7 30 08 00 08 00 AM Min Registration Time 06 00 AM gt Max Registration Time 04 30 PM Break Deduction Break Deduction min 3 Registration Uut Min Working Hours For Break Deduction 04 00 m dh ada edt 3
36. Sutherland ei Tammy Walters ei Robert Johnson m PayPunch User Guide doc XPRESS 3E E IN Aa Generating Reports 1 Click the company department or employee to include in the report The example shows that the report will only include the Manufacturing department E PayPunch Time Card Report Options Report Options Select Company ABC Enterprises Period Additional Options Use system period _ Force new page for each Employee From Dec 1 2007 v Detailed Report To Dec 31 2007 se Summary Report Select Employees Human Resources ei Sally Smith e David Struthers m Mike Steel m David Walters eis Jim Benning ei Mary Alba eis Charlie Winters Shipping a James Sutherland ei Tammy Walters e Robert Johnson 2 Click the single right arrow to move the manufacturing employees to the right pane 3 Alternatively you can click the double right arrows to move all employees to the right pane 4 Click OK The report displays You can save print or close the report The following is an example of the detailed Time Card Report PayPunch User Guide doc 11 4 XPRESS SU E TN Aa Generating Reports Time Card Repart ABC Enterprises Accounting Period from Decenbher l 2007 to December 31 2007 000000000 Joe Sharp Hours 3h kExcephon 1272472007 Exception S 00 00 Holiday Tuesday 12 25 2007 Exception 8 00 DO Holiday Break Hour
37. XPRESS SET Aa PayPunch User Guide Time and Attendance Tracking System Copyright 2004 2008 Xpress Software Inc All rights reserved XPRESS SOFTWARE Table Contents Table of Contents CHAPTER 1 INTRODUCTION 1 1 lnpizdsyibljeJ 1 1 WRAT S NEW ac H A 1 1 We lcm 1 2 CHAPTEH2 INSTALLING PAYPUNCH 2 1 MINIMUM SYSTEM REQUIREMENTS u 2 1 DOWNLOADING AND RUNNING THE INSTALLATION WISAnRD 2 1 REGISTERING YOUR PAYPUNCH SOFTWARE cm masak aa Kaali 2 4 CHAPTER 3 USER MANAGEMENT ENTERPRISE EDITION ONLY 3 1 DEFINING USER PER Ko NM alamin 3 1 ADDING MODIFYING OR DELETING PROGRAM USERS oooooWoooooo ener nennen nns 3 2 Adding a New eer 3 2 IT Q 3 4 PANT 3 5 CHAPTER 4 GETTING STARTED amankan asa 4 1 PAYPUNCH ORGANIZATION SET UP WORKFLOW AND DAILY ACTIVITIES 4 1 PAYPUNCH MAIN WINDOW a 4 2 TN 4 2 Companies
38. ame Exception Holiday Holiday Exception 11 9 XPRESS sU KTN ARE Generating Reports Latecomers Report The following is an example of the Latecomers Report showing when the shift began and who punched in after the shift start Latecomers Report ABC Enterprises Accounting Period from Dambe 01 2007 to Heremher 31 2007 000000001 Katy Shift Beem Repistraton In Shaft Name Thursday 12 06 2007 OF 00 00 07 34 00 First Frida 1207 2007 OF 00 00 07 37 00 First doi of delay 2 000000003 Clack Keni shaft Beem Registration m Shaft Name Thursday 12 05 2007 OF 00 00 09 00 00 AM First nomi of de le 1 Sub Total Amount of delays 3 000000005 Sally Smooth shaft Beem Registration m Shaft Name honda 12 10 2007 OF 00 00 07 15 09 Fist Amount of delay 1 Suh Total dum of delay 1 000000007 hike 5124 shaft Beem Registration m Shaft Name honda 12 10 2007 OF 00 00 02 06 45 PM First dino of delays 1 000000005 David Wabers shaft Beem Registration m Shaft Name honda 12 10 2007 OF 00 00 07 36 00 First Ammon of delays 1 000000011 Wary Alba Shift Beem Registration m Shaft Name honda 12 10 2007 03 00 00 Dh 03 01 10 PRE Second Amount of delay 1 Suh Total Amount of delay 3 Arum of delays 7 PayPunch User Guide doc 11 10 XPRESS sU KTN ARE Generating Reports Early Out Report The following is an example of the Early Out Rep
39. ame for the report and click Save 9 The following example shows a Time Card Report exported to an MS Excel spreadsheet EJ Microsoft Excel Report EE 39 File Edit View Insert Format Tools Data Window Help Type a question for help WEEN AB NA BETA NE La gy 71 2 718 z z 211 714 rj jr u E az sa l s VIEJO A Al v f Time Card Export J TE I t M N o Time Card Export ABC Enterprises 5 Accounting Period from December 01 2007 to December 31 2007 7 Employee ID Code Description Total Hours el 000000001 01 Working Hours 7 18 B 000000001 02 Break Hours 0 50 10 000000001 03 Exception Hours 24 00 411 000000001 06 Regular Hours With 31 18 000000001 07 Overtime Hours 0 00 000000002 01 Working Hours 0 00 000000002 02 Break Hours 0 00 000000002 03 Exception Hours 24 00 000000002 06 Regular Hours With Exceptions 24 00 000000002 07 Overtime Hours 0 00 000000003 01 Working Hours 0 00 49 000000003 02 Break Hours 0 00 0000000035 03 Exception Hours 24 00 21 0000000035 06 Regular Hours With Exceptions 24 00 22 000000003 07 Overtime Hours 0 00 23 000000004 01 Working Hours 0 00 24 000000004 02 Break Hours 0 00 25 1000000004 03 Exception Hours 24 00 E 000000004 06 Regular Hours With Exceptions 24 00 27 000000004 07 Overtime Hours 0 00 M b Page 1 Ready PayPunch User Guide doc 11 17 XPRESS SU E IN Aa Generating Reports Custom Rep
40. ange exception days click the days the exception changes occur on the calendar Example f the employee has 3 days off marked on the calendar but decided to take those days at another time click on the current marked days to deselect and add exceptions to the days the employee is now requesting 7 Click Apply Changes PayPunch User Guide doc 9 6 XPRESS SU E IN Aa E To Delete Assigned Exceptions Managing Exceptions 1 Click Exceptions Assignment from the lower left menu or Employees Assign Employees to Exceptions 2 Click the company employee or department name in the Employee Tree pane 3 Click Delete Exception A warning window displays asking if you want to delete the selected exception 4 Click Yes to delete the exception or No to close the window and keep the exception PayPunch User Guide doc 9 7 XPRESS SU E IN Aa Registering Employee Attendance Chapter 10 Registering Employee Attendance You can manage employees punch times by clicking the Employee Attendance Icon in the Employees tab or the Employee Attendance button in the left menu pane In the Details Working Hours pane the punch times in black are those that come through the device or other registration methods and are rounded based on the rules The times shown in blue are the manual inputs that are done when you need to register punch times for example an employee forgets to punch in or out or punched in or
41. anufacturing gt j ABC Corporation Accounting ABC Corporation Human Resources 1 ABL Corporation Manufacturing 2 ABC Corporation Shipping Receiving 4 Click Yes The deleted department name no longer displays in the Employee Tree and Departments pane PayPunch User Guide doc 6 3 Va XPRESS SOFTWARE I Managing Departments 5 If you attempt to delete a department that has employees the following warning window displays and you must do one of the following a Move the employee s to another department or b Delete the employee s before you delete the department c Click the red X box in the upper right corner to keep the department d Click OK to delete the department and all of its employees Warning A Accounting has employee s Before delete it please delete or move these employee s to other departmentis When all employees for that department have been moved or deleted delete the department by repeating Steps 2 4 7 To delete additional departments repeat Steps 2 4 PayPunch User Guide doc 6 4 XPRESS 3E E IN Aa E Chapter 7 Managing Employees Managing Employees This section details the following tasks for managing employees e Add Employees e Edit Employees e Delete Employees e Employee Attendance Adding Employees Use the following procedure to add employees for each department that you created in Chapter 6 Managing Departments To A
42. any name from the Employee Tree or in the Companies pane 3 Click Companies from the lower left menu or from the top menu click Companies Edit Companies PayPunch User Guide doc 5 6 XPRESS 5 41 EIWAYE Managing Companies 4 Click Delete Company from the left Companies Edit menu The following 204 warning window displays Companies Employees Reports Tools Help Language 7 i m ki Companies Departments Companies ki Edit Edit Shifts Assignment Exceptions Assignment Shifts Exceptions Add Company 7 Edit Company K Delete Company The total number of companies 2 5 Click Yes Companies Edit Operations m DEF Enterprises Employee Tree Companies i ABC Enterprises s5 Accounting Joe Sharp f Jim Smart f Betty Bright i Customer Service Katy Smith Jim Bow Clark Kent Sue Thomas E Company ID Address City Postal Code 01 1123 First Ave Dallas Ik 75265 02 DEF Enterprises 123 First Ave Dallas USA 75265 Company Name Country m Warning eis Charlie Winters Shipping f James Sutherland f Tammy Walters Robert Johnson Accounting Period From Feb 1 2008 gt To Feb 29 2008 gt Date Range Current month Apply 6 The deleted company no longer appears in the center Employee Tree pane
43. arlie James Jim Tammy Robert Betty PayPunch User Guide doc Smith Dou Kent Thomas Smith Struthers Steel Walters Sharp Benning Alba Winters Sutherland Smart Walters Johnson Bright lt lt l lt l lt lt l lt l lt l lt l lt l lt l lt l lt l lt l lt l lt l lt l lt l 7 8 XPRESS 3E E TM Aa E Chapter8 Managing Shifts Professional and Enterprise Editions Only Managing Shifts This sections details the following tasks for managing shifts e Create Shifts Assignments Rounding Details Rounding Rules Block Rounding Rules e Edit Shifts Assignments Delete Shifts Assignments Creating Shifts and Rounding Details After you have created your organizational structure in PayPunch including Companies Departments and Employees you will need to create shifts Each company or department can have their own set of shifts Shifts can be assigned to the following Employee s Department s or an entire Company To Add a Shift 1 Click Shifts Assignment from the lower left menu 2 Click Add Shift PayPunch User Guide doc 8 1 sU KTN XPRESS ARE Managing Shifts 3 The PayPunch Add New Shift window displays 4 PayPunch Add New Shift Shift Details Shift Mame Shift Start Shift End Min Registration Time 12 00 AM E Max Registration Time r Black Rounding Rules 12 00 AM 11 59 PM 2 11 59 PM El
44. aving the information 6 Click Apply Changes PayPunch User Guide doc 8 9 XPRESS sU E IN Aa E To Delete Assigned Shifts Managing Shifts 1 Click Shifts Assignment from the lower left menu or Employees gt Assign Employees to Shifts 2 Click the company employee or department name in the Employee Tree pane 3 Click Delete Shift A warning window displays asking if you want to delete the selected shift assignment 4 Click Yes to delete the shift assignment or No to close the window and keep the shift assignment PayPunch User Guide doc 8 10 XPRESS SE E IN Aa E Chapter 9 Managing Exceptions Enterprise Edition Only Managing Exceptions This section details the following tasks for managing exceptions e Create Exceptions e Edit Exceptions e Delete Exceptions Creating Exceptions By default exceptions are not pre defined in the software You must define your own such as Paid Holiday Paid Sick Day Vacations and so on To Add Exceptions 1 Click Exceptions Assignment from the lower left menu WI BUE KOCH ES Prien es E hc YE fi kimia GA Ful ew m m L Compa Degartr nis Exceptions Edit par allar Add Exception FO Eii Euceplion L Debete Duception attendance E Companies S Departments a l Emadayers MY stats Assignment reenen Or from the top menu click Employees gt Assign Employees to
45. d KTN ARE Getting Started a About XPRESS PayPunch soFTWARE Enterprise Version 7 2 166 Database Version 1 2 25 ROS pt a ta licensed In Copyright 1996 2007 Xpress Software http stram ses0f hvare com Apress Software All nights reserved Maximum Active Employees 50 Web site http www paypunch com E mail supportsdpayvpunch com x Companies Tab Click the Companies tab to add modify or delete companies or departments and assign shifts or exceptions to companies departments and employees e v ayPunch Enterprise MD r PayPunch Enterpri Companies Employees Reports Tools Help m bi Edit Edit Shifts Assignment Exceptions Assignment Companies Departments Companies Shifts Exceptions Employees Tab Click the Employees tab to add modify or delete employees assign shifts or exceptions to employees and view employee attendance 4 D Z z PayPunch Enterprise Companies wanana Reports Tools Help amp m m Edit Assign Employees Assign Employees Employee Employees to Shifts to Exceptions Attendance Employees Attendance PayPunch User Guide doc 4 5 Va Aa A SOFTWARE Getting Started Reports Tab For information on the Reports options see Chapter 11 Generating Reports on page 11 1 AN Yaa PayPunch Enterprise Mi 1 Companies Employees Reports Tools Help P Time Card G Access Time m Early Out L E a
46. dd an Employee 1 Click Employees from the lower left menu or click Employees gt Edit Employees from the top menu 2 Click the company or department name to which you want to add the employee 3 Click Add Employee from the left menu The following PayPunch Add New Employee window displays F PayPunch Add New Employee x New Employee Details Department Accounting Employee ID 000000012 First Name Last Name Address City Country Zip Postal Code Phone SIM SSN active Required Fields Cancel PayPunch User Guide doc 7 1 XPRESS SU E TN Aa E Managing Employees In the example Joe Sharp is getting added to the Accounting department Note Make sure the Employee ID matches the ID on any time device you use When adding a new employee the Active check box is checked by default to indicate that there is an available PayPunch license for the employee 4 Click Add to add the employee to the department and continue adding more employees to that department or click OK to save the changes and end the Employee Add session Click Cancel to close the window without saving any of the information 5 Joe s name now displays in the Employee Tree in the Accounting department Employee Tree m l ABC Corporation Accounting af Joe Sharp eis Betty Bright Call Center eis Betty Sue Human Resources ei Sally Smith s Jenny Wang Manufacturing s David Langley ma Cha
47. ed Other shift assigned Current shift assigned to December Sun Mon Tue Wed Thu En some of selected ernplouee s Single mouse click on the calendar to add or remove shift assignment 23 24 25 26 27 8 24 Hold the mouse button down and drag to add shift assignment to 30 31 1 2 3 5 several days Friday December 21 2007 The days are highlighted in bright blue to show the current shift assignment PayPunch User Guide doc 8 8 XPRESS sU E IN Aa E To Assign Shifts in Advance Managing Shifts Use the following arrows located to the left and right of the month and year on the calendar to assign shifts in advance a E 2007 Left Down Arrow Takes you to the previous month e Left Up Arrow Takes you to the next month e Right Down Arrow Takes you to the previous year e Right Up Arrow Takes you to the next year If you forget to assign a shift it will appear in the reports as an error You can edit the assigned shift and make corrections To Edit Assigned Shifts 1 Click Shifts Assignment from the lower left menu or Employees gt Assign Employees to Shifts 2 Click the company employee or department name to the shift you want to edit 3 Click Edit Shift The PayPunch Shift Edit window displays 4 Make changes to any of the fields 5 Click OK to save the changes to the shift or Cancel to close the window without s
48. ent Accounting Period 178 Exceptions Assignment From Feb 8 2008 v To Feb 29 2008 gt 4 Date Range User defined x The total number of companies 2 Employee Tree The center pane of the PayPunch main window is the Employee Tree which displays the companies departments and employees PayPunch User Guide doc 4 9 XPRESS 5 41 EIWAYE Getting Started Employee Tree Accounting e Joe Sharp m Betty Bright e Susan Banks Call Center e Betty Sue Human Resources e Sally Smith Jenny Wang Manufacturing m David Langley ma Charles Duncan e Alice Barnett ei Cyndi Mathews e Hayden Lewis Shipping Receiving e Fred Williams e David Toliver ei Diane Motts ABC Corporation The Employee Tree display remains the same except when you are assigning shifts and exceptions at which point check boxes appear next to the companies departments and employees Employee Tree ul ABC Corporation 2 M Accounting e Joe Sharp e 25 Betty Bright Ele Susan Banks 2 ks Cal Center eas Betty Sue 2 Human Resources La Sally Smith e i Jenny Wang 2 Mr Manufacturing s David Langley La Charles Duncan Peles Alice Barnett Peles Cyndi Mathews Plas Hayden Lewis ke Shipping Receiving Ele Fred Williams Peas David Toliver a Diane Motts PayPunch User Guide doc 4 10 XPRESS SE E IN Aa Getting Started Right Pane The right side menu pane displays inf
49. es Shift Name Aral Rounded Saved Hours Monday 12 10 2007 First 9 22 17 9 15 00 0 07 17 Saved Hours 0 07 17 000000011 Wary Alba Shift Name Aral Rounded Saved Hours Monday 12 10 2007 Second 0 18 02 0 15 00 0 03 02 Saved Hours 0 03 02 000000013 Charlie T mter Shaft Name Achal Rounded Saved Hours Monday 12 10 2007 Third 0 06 48 0 15 00 0 21 48 Saved Hours 0 21 48 Sub Total Saved Hours 0 53 55 Saved Hours 1 56 34 PayPunch User Guide doc 11 12 XPRESS SU E IN Aa Employee Schedule Report Generating Reports The following shows an example of the Employee Schedule Report Accounting Period from Employee Schedule Decanber 01 2007 to ABC Enterprises December 31 2007 000000001 Katy Smaih 000000002 Inn Bow 12705 2007 1204 2007 12 05 2007 13 06 2007 1207 2007 12 10 2007 12 11 2007 1271272007 1271372007 12 14 2007 12 17 3007 1271872007 1271972007 1272073007 1272172007 12 24 2007 1273573007 13 26 2007 13 27 2007 13 25 2007 13 31 2007 13 05 2007 1270472007 12 05 2007 13 06 2007 13 07 2007 1271072007 1271172007 12 12 2007 12 15 2007 12 14 2007 R R Shaft Start 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 07 00 Shaft Start 07 00 07 00 07 00
50. he mouse across several days in which to apply the exception such as a week of vacation time PayPunch User Guide doc 9 4 XPRESS sU EIWAYE Managing Exceptions 5 Exceptions Exception Name Paid Hours Coefficient w AMA U Exceptions Assignment Assigning group of employees to the Holiday exception Color Legend Ma exception assigned Current exception assigned Other exception assigned Current exception assigned to some of selected employees Single mause click on the calendar to add of remove exception assignment Hold the mouse buttan dawn and drag ta add exception assignment to several days Tuesday January 1 2008 6 From the lower right corner next to the calendar click Apply Changes The following displays the Accounting department showing two holiday exceptions as two company paid holidays The boxes following the holiday exception indicates that one or more of the employees in the Accounting department are taking three vacation days az El r fi yr ich Enterprise Empluyees Tech Hep Language mm m 5 Edit Backup Employee luxign Employee Ene el tar te Shifts In Exrentinns Attendance Ermpioy ess Atlendanga Exceptions Edit Employee Tree Exceptions operaens Bil ABC Enirapuisesa Exnnplion Hama Paid Hours Coniiciert v ZP 1 00 ES Who Adi Elmi Jue Shep Vacation anm 1
51. ift or exception s Click the Refresh button to refresh your window Click this button to set the common Company Parameters from any window view For more information see Chapter 5 Managing Companies Note The Track changes option is available only in the Professional and Enterprise Editions PayPunch Program Settings Common Settings Minimum time between two registrations mm ss m 2 Track changes Click this button to contact technical support via email PayPunch User Guide doc 4 3 Va NS SOFTWARE Getting Started The following displays the pull down menu located next to the technical support icon Use these selections to customize your menu bar according to your preferences 8B 0 06 Customize Quick Access Toolbar Refresh Company Parameters Contact Technical Support More Commands Show Below the Ribbon Minimize the Ribbon On the top right side of the menu click the Language pull down menu to select a language preference for viewing the PayPunch program You can request a translation of the program into your local language by contacting sales paypunch com ES German mg Russian Click the Information icon to view information about your PayPunch software such as the version links to the web site and an email link to technical support m x Language k The following About window displays PayPunch User Guide doc 4 4 XPRESS
52. irst Name Last Name Login Password confirm Password Role General Supervisor Company ABC Enterprises Department Active 4 Complete the information 5 From the pull down menu choose the Role Depending on the role you choose the Company and Department may reguire a choice from the pull down menus If a Role requires permission to a specific Company or Department choose the appropriate permission for the role 6 Click OK to add the role or Cancel to discard the entry PayPunch User Guide doc 3 3 Va Aid ks SOFTWARE User Management Editing a User Use this procedure to change role assignments or passwords 1 Click the Tools tab in the top menu pane 2 Click User Management The PayPunch User Management window displays Click Edit The Edit selected Login window displays vv Edit selected Login Registration Details a First Name Barry Last Name Smith Login bsmith Password Confirm Password Te Role Company Supervisor Company ABC Enterprises Department Active 4 Make any necessary changes 5 Click OK to save the changes or Cancel all changes PayPunch User Guide doc 3 4 Va Aid ks SOFTWARE User Management Deleting a User Use this procedure to delete role assignments or passwords 1 Click the Tools tab in the top menu pane 2 Click User Management The PayPunch User Management window displays Click Delete ed The
53. llowing procedure to register your PayPunch Enterprise software To Register PayPunch 1 After you receive an email with the license key save the attached xml file anywhere on your computer 2 Start PayPunch 3 If you are launching PayPunch for the first time create your username and password 4 From the top menu click the Help tab De ES EK PayPunch Enterprise iz Companies Employees Reports Tools Help Ke m SI PayPunch Enterprise Home Page S 3 E Ce E 5 Lan Pip e 2 Contact Technical Support GR Help Reports User About Instal Manual i Xpress Software Home Page aa s Key Help Registration 5 Locate and select the xml file you saved in Step 1 6 Click Open 7 Your PayPunch software is registered Note for Windows Vista Users In order to install the license key administrator privileges are required Use the following steps to start the PayPunch program as Administrator PayPunch User Guide doc 2 4 XPRESS SE E IN Aa Installing PayPunch 1 2 After you receive an email with the license key save the attached xml file anywhere on your computer Right click the PayPunch icon and select Run as administrator Open file location Run as administrator NOD32 antivirus system Restore previous versions Send To k Cut Copy Create Shortcut Delete Rename Properties If you are launching PayPunch for the first
54. me of the person approving the deleted punch time Optional Note History is available only in the Professional and Enterprise Editions when the Track changes option box is selected 4 Type the reason for deleting the time Optional Note History is available only in the Professional and Enterprise Editions when the Track changes option box is selected 5 Click Yes to delete the punch time or No PayPunch User Guide doc 10 4 Va XPRESS SOFTWARE Registering Employee Attendance Viewing Attendance Change History 3 Click the Employees tab from the top menu and Employee Attendance or click Employee Attendance from the lower left menu Double click on the blue time input manual input Details Working Hours Actual In Actual Ou Actual Ho Rounded Rounded Rounded Shift 12 06 200 12 06 200 7 26 00 12 06 20012 06 200 7 30 00 First 07 30 00 02 00 00 x 073400 03 00 00 k 127067200 12 06 200 First 03 32 00 03 32 00 d2 07 200 12 07 200 0 0300 12 07 200 12 07 200 0 11 00 First 07 34 00 07 37 00 07 34 00 17 45 00 The PayPunch Registration Edit window displays PayPunch Registration Edit Date Time Date 6 2007 me Time 03 00 PM amp Approved by Comments Click the Show details button to view the time input history The PayPunch Registration Edit window extends to show the details of the time input including the original time record PayPunch U
55. n window displays 3 Click a Time Calculation and click OK The PayPunch Time Card Report Options window displays 4 Choose your options and click OK A report designer displays where you can create your own report For more information on using the design software refer to StimulReport at the following URL http www stimulsoft com PayPunch User Guide doc 11 18 XPRESS SE E IN Aa Chapter 12 Obtaining Technical Assistance Obtaining Technical Assistance Xpress Software is committed to providing excellence in customer service From anywhere in the PayPunch com web site click Support from the orange menu bar The support page provides the following support options e Phone number 1 888 777 0388 e Support hours Monday through Friday 9 00 am 6 00 pm EST Email and Live support support paypunch com e Links to PayPunch Guides e FAQs e Device manuals e Tutorials You can also contact Technical Support while working in PayPunch by clicking the Support icon 2 located in the top left portion of the top menu Companies seni contact Technical Support PayPunch User Guide doc 12 1 XPRESS SE E IN Aa Index Index Edit 7 3 A Edit a Punch Time 10 3 Inactive Status 7 5 Kagee Managing in PayPunch 7 1 Company Supervisor 3 1 Show Deleted Punch Times 10 7 Company User 3 1 Exceptions Delete User 3 5 Add 9 2 Department Supervisor 3 1 Assign 9 4 Department User 3 1 Creating
56. o Dec 31 2007 Iw Date Range User defined vi Apply 02 10 2008 10 57 The total number of employees in current department 4 Advanced Mode Role General Supervisor The following procedures describe how to use the following menu selections e Add Registration Use when an employee forgets to punch in or out e Edit Registration Use to change punch in or out times e Delete Registration Use to delete incorrect punch times PayPunch User Guide doc 10 1 Va XPRESS SOFTWARE Registering Employee Attendance HENTE EEE r yr e Viewing Attendance Change History Use to view the details of changes to punch times e Show Deleted Reqistrations Use to show a list of all deleted punch times Adding a Registration 1 Click the Employees tab from the top menu and Employee Attendance or click Employee Attendance from the lower left menu 2 Click Add Registration The PayPunch Add New Registration window displays E PayPunch Add New Registration Date Time Date BE 25 2007 v Time 12 15 PM Ps Approved by Comments To add the punch time select the date and time 4 Enter the name of the person approving the time Optional Note History is available only in the Professional and Enterprise Editions when the Track changes option box is selected 5 Type the reason for the added time Optional Note History is available only in the Professional and Enterprise Editi
57. om Feb 1 200 1200 AM lt To Feb 29 200 i Date Range Current month 9 The total number of employees in current department 3 Advanced Mode Role General Supervisor 2 09 2008 03 05 PM Deleting Employees Use the following procedure to delete employees and retain their PayPunch license for a new hire employee to avoid buying additional licenses PayPunch User Guide doc 7 5 Va re SOFTWARE Managing Employees To Delete an Employee 1 Click Employees from the lower left menu or click Employees gt Edit Employees from the top menu 2 To select an employee for deletion click the employee name 3 Click Delete Employee from the left menu The following warning window displays 4 Click Yes The employee no longer appears in the Employee Tree or Employees window panes but the license for Employee ID 000000015 remains available for the next employee you add so you don t have to purchase another PayPunch license Sorting the Employees List You can sort the Employees list by clicking the headers in the Employees pane Your choice will reflect the same sorting order for each department and company PayPunch User Guide doc 7 6 Va ads SOFTWARE Managing Employees Sort by Employee ID Click Employee ID as shown The employees display by ID in numerical order Employees Employee ID First Name Last Name Active oo M Jer o Davidson 000000010 Barbara Edmondson v 0000
58. ons when the Track changes option box is selected 6 Click OK to accept the changes or Cancel to discard PayPunch User Guide doc 10 2 Va XPRESS SOFTWARE Registering Employee Attendance Editing a Registration 1 Click the Employees tab from the top menu and Employee Attendance or click Employee Attendance from the lower left menu 2 Click Edit Registration The PayPunch Registration Edit window displays E PayPunch Registration Edit Date Time Date 6 2007 w Time 07 34 425 Approved by Comments 3 To replace the current punch time enter the new date and or time 4 Enter the name of the person approving the edited time Optional Note History is available only in the Professional and Enterprise Editions when the Track changes option box is selected 5 Type the reason for the updated time Optional Note History is available only in the Professional and Enterprise Editions when the Track changes option box is selected 6 Click OK to accept the changes or Cancel to discard PayPunch User Guide doc 10 3 Va XPRESS SOFTWARE Registering Employee Attendance Deleting a Registration 1 Click the Employees tab from the top menu and Employee Attendance or click Employee Attendance from the lower left menu 2 Click Delete Registration The Warning window displays AN Do vau want ta delete registration 12 06 2007 07 34 00 Approved by Comments 3 Enter the na
59. ormation relevant to the task you are performing such as working hours departments employees shifts and exceptions The following display shows an example of the right side pane when you are working with Companies Companies Company ID Company M ame Address City Country Postal Code k UI ABC Enterprises 123 FirstAve Dallas 02 DEF Enterprises 123 First Ave Dallas USA 25265 Accounting Period From Dec 1 2007 s To Dec 31 2007 ae Advanced Mode Pole General Supervise DLE n z u 10 02 FM aii Accounting Period Pane Professional and Enterprise Editions Only The Accounting Period pane is located in the lower section of the right side menu pane PayPunch User Guide doc XPRESS 3E E IN Aa Accounting Period Getting Started From No 12 2007 b di Tu Mov 30 2007 mS 1 40 Late Range Llser defined User defined Advanced Curent week Current month Current Custom Period Previous Custom Period The following table describes the Date Range selections listed in the pull down menu Select a range of dates to set or retrieve information in the From and To fields Date Range Selection User defined Current week Professional and Enterprise Editions Only Current month Professional and Enterprise Editions Only Current Custom Automatically completes the date fields for the current week Automatically completes the date fields for the cu
60. ort showing who punched out before their shift ended Early Out Report ABC Enterprises Accounting Period from December 01 2007 to December 31 2007 000000005 Sally Smith shift End Registration Oui shift Mame Monday 1211072007 03 30 00 PT 03064 PMI First Amount of Early Out 1 sub Total Amount of Early Qut 1 000000013 Charlie Winters shift End Registration Oui Shift Name 1211072007 07 0000 AM 10 59 16 PMI Third Amount of Early Qut 1 sub Total Amount of Early Qut 1 Amount of Early Qut 2 PayPunch User Guide doc 11 11 XPRESS sU KTN ARE Generating Reports Saved Hours Report The following is an example of the Saved Hours Report resulting from the rounding rules Saved Hours Report ABC Enterprises Accountmg Period from Derenbhe l 2007 to Derenbhe 31 2007 000000001 Katy Smath Shaft Name Aral Rounded Saved Hours Thursday 1206 2007 First T 26 00 7 30 00 0 04 00 Saved Hours 0 04 00 Sub Total Saved Hours 0 04 00 000000005 Sally Smooth Shift Name Actual Founded Saved Hours Monday 12 10 2007 First 7 51 39 7 45 00 0 06 39 Saved Hours 0 06 39 Suh Total Saved Hours 0 06 39 t t n hake 5164 Shift Hame Acual Founded faved Hours Monday 12 10 2007 First 1 30 00 1 15 00 0 15 00 Saved Hours 0 15 00 000000002 David VWabbers Shaft Hame Aral Rounded fared Hours Monday 12 10 2007 First 8 00 48 7 54 00 0 06 45 Saved Hours 0 06 48 000000002 Patty Jon
61. orts Custom Reports is an advanced feature that should only be used by technical personnel who have the coding knowledge to design original reports To Design a Report 1 From the top menu click Reports gt Custom Reports The PayPunch Custom Reports window displays E uz E we gt Companies Employees Reports Tools Help Language i 3 Time Card 9 Access Time Jm Early Out Le if Ca Inconsistency 5 Absence amp Saved Hours fm Time Card Jstom 3b On Site Status E Latecomers 124 Employee Schedule Export Reports E PayPunch Custom Reports Menu lterns 2 4 El Menu Item G Inconsistency Globalized Text TimeCard amp g n Site Status 2 tAccess Time El Report Options 53 Akbsence Form Formi PE Latecokmers Additional Options Visible True Sa Early D ut Assembly File 4 Sa amp ved Hours Data Source TimingsCollection Gel Employee Sche amp dule Data Source Name TimeCard ka Time Card E amp xport Globalization Manager True El Report variables CompanyID False DateFormat True DetailedReport True Employee ID List False PeriodFrom True PeriodTo True strNoDepartment True strOn False TimeFormat True Fl Time Calculation 1 Advanced Form Report Options Form 79 Shifts Assignment Accounting Period 74 Exceptions Assignment From Dec 1 200 v To Dec 31 200 x 2 Click the Design button at the bottom of the window The Report Desig
62. ou can also set a Custom Accounting Period to specify when your Accounting Period begins and designate the number of days for that period For more information see the section on the Accounting Period Pane PayPunch User Guide doc 5 3 XPRESS sU EIWAYE Managing Companies Company Add Company Details Overtime Accounting Period First Day of week First Day of week System Custom Accouting Period Start Date Feb 3 2008 IN Period Length T days maximum 39 Cancel Click Add to add the company and continue adding more companies or click OK to add the company and end the Company Add session Click Cancel to close the window and discard any current entry Note If you clicked Add and added several companies then clicked Cancel only the current entry gets canceled The entries prior to canceling do not get discarded and are added to the Employee Tree window pane and Companies pane PayPunch User Guide doc 5 4 Va ads SOFTWARE Managing Companies Using Program Settings to Set Common Company Parameters Use the Program Settings button to set common parameters for all companies and departments 1 Click the Program Settings button from the top left menu as shown Or click Tools Program Settings from the top menu as shown in the following display KE gx PayPunch Enterprise Companies Employees Reports Tools Help
63. oyee Details Department Shipping Employee ID 00000011 1 First Mame James Last Mame Sutherland Address City Country zIp Fastal Code Phone 214 555 5541 SIN SSN Active m Required Fields n ben 4 Click OK to save the changes and retain his information in an inactive state or click Cancel to exit the window without saving the changes Example The following shows Jim Sutherland now appears in the Employee Tree Shipping department and in the Employees pane as an inactive employee His PayPunch license is now available for use for a new employee PayPunch User Guide doc 7 4 XPRESS 0 0 EIWAYE Managing Employees E MN Es PayPunch Enterprise mx Companies Employees Reports Tools Help Language i m ob H k Edit Assign Employees Assign Employees Employee Employees to Shifts to Exceptions Attendance Employees Attendance Employees Edit Employee Tree Employees Operations ABC Enterprises Employee ID First Name Last Name Accounting 000000014 dh Add Employee 8 Customer Service 000000016 Walters ei Human Resources 000000017 Robert Johnson Iv 7 Edit Employee 28 Manufacturing T Shipping X Delete Employee James Sutherland s Tammy Walters Robert Johnson 4 DEF Enterprises i Employee Attendance m Companies Departments 9 Shifts Assignment Accounting Period 79 Exceptions Assignment Fr
64. pervisor department not all departments Company User Read only rights for only one company and they can run reports for that company Department User Read only rights to their assigned department in order to run reports PayPunch User Guide doc 3 1 Va ads SOFTWARE User Management Adding Modifying or Deleting Program Users This section describes how to e Adda User e Edita User e Delete a User Adding a New User Use the following procedure to add a new user login 1 Click the Tools tab in the top menu pane 2 Click User Management PayPunch Enterprise T Companies Employees Reports Tools Help 23 Advanced Using Shift Civilian AM PM m Military 24Hr 3 tag x Simple Time Only User Database Database Program Management Access Control Update Settings User Management Time Calculation Time Format Options The following PayPunch User Management window displays This example shows a General Supervisor and Company Supervisor ev PayPunch User Management amp amp First Name Last Name Login Company Department Barry Smith bsmith Company Supervisor ABC Enterprises Add Edit Delete Use the icons from the top left to Add Edit or Delete a user PayPunch User Guide doc 3 2 Va vad ks SOFTWARE User Management Click Add The following Create New Login window displays iy Create new Login Registration Details a F
65. ployees vvho are leaving before their shift ends Saved Hours Allows you to view if you are gaining or losing time because of a rounding rule so you can adjust the rounding in the Shifts Assignment Employee This report allows you to view the schedules for one Schedule person one department or the entire company Time Card This report allows you to export the Time Card Report to Export CSV or Excel format Custom You can create or modify existing reports This is an Reports advanced option that requires coding knowledge The following sections show examples of each of the reports PayPunch User Guide doc 11 2 XPRESS JE IS TOM ETE Time Card Report Generating Reports When you select a report to view the PayPunch Time Card Report Options window displays where you can choose what time specifics to include in the report and the company departments and or employees you want to see in the report The following is an example of the Time Card Report Options window PayPunch Time Card Report Options Report Options Select Company ABC Enterprises Perind Additional Options Use system period _ Force new page for each Employee From Dec 1 2007 Detailed Report To Dec 31 2007 E Summary Report Select Employees Human Resources ei Sally Smith e David Struthers sil Mike Steel ma David Walters ei Jim Benning e Mary Alba ei Charlie Winters s Shipping m James
66. prises Customer Serien j S dim Sman ABC F niniprises Human Resninona Edit Departement po di ABL Enletprees Mand chung A ve ABC Enterprises Steve Delete Department vey Jm Bow s Clark Kert x Sue Thomas Human Rearercea Sally Su ed Daid Struthers Marudsctarg s Mke Steel s David Walter ed Jim Berring s Mary Abe mh Durie Winter m F Sheeng Lia James Sukhelard Attendance lt Bayangan en Tammy Waters Robert Jorun Efl companies s i E IM DEF Ertesprises TP Shifts Assignment Accounting Perlod TT txceptions Assignment From Feb 1 2008 v lo Feb 23 2008 v Dale Range month M w Aceh The total mmber of departmerts in current company E Advanced Modo General Supervisor 0270012008 02 42 PM PayPunch User Guide doc 6 1 XPRESS sU E IN Aa E Managing Departments 2 Click Add Department from the left menu 3 In the Department Name field type a department name 4 Click Add to add the department and continue adding more departments or click OK to save the changes and end the Department Add session Click Cancel to close the window without saving any of the information The added department displays in the Employee Tree and Departments pane Note If you clicked Add and added several departments then clicked Cancel only the current entry gets canceled The entries prior to canceling do not get discarded and are added to the Emplo
67. rles Duncan ei Alice Barnett ma Cyndi Mathews eis Hayden Lewis Shipping Recerving eis Fred Williams ei David Toliver ma Diane Motts PayPunch User Guide doc 7 2 Va re SOFTWARE Managing Employees Editing Employees Use the following procedure to edit employee information such as address or phone number To Edit an Employee 1 Click Employees from the lower left menu or click Employees gt Edit Employees from the top menu 2 To select an employee and edit their information click the employee name 3 Click Edit Employee from the left menu The following PayPunch Employee Edit window displays G PayPunch Employee Edit Employee Details Department Accounting Employee ID 000000005 First Mame Joe Last Mame Sharp Address City Country ip Postal Code Phone 555 555 5555 SINS SH Active iv Required Fields In the displayed example Joe s phone number was added because it was not included when he got added in the Add New Employee window 4 Click OK save the changes in the employee s details or click Cancel to close the window without saving any changes PayPunch User Guide doc 7 3 Va ads SOFTWARE Managing Employees Placing an Employee on Inactive Status 1 Click the employee name of the employee that will not be currently working 2 Click Edit Employee 3 Click the Active check box to remove the check mark L PayPunch Employee Edit Empl
68. rrent month Automatically completes the date for the Period Enterprise Edition Only current custom period Previous Custom Period Enterprise Edition Only Automatically completes the date for the previous custom period Additional Information in the Right Side Pane The following displays how the right side pane gets divided into the following three sections when you are working with shift assignments and exceptions e Shifts e Shift Assignment e Accounting Period PayPunch User Guide doc 4 12 XPRESS SU EIWAYE Getting Started Ki Z Ans PayPunch Enterprise m x D Companies Employees Reports Tools Help Language P Time Card 9 Access Time B Early Out Ca Inconsistency l Absence Q Saved Hours g i Time Card Custom On Site Status 8 Latecomers 27 Employee Schedule Export Reports Reports Custom Reports Shifts Edit Employee Tree Operations J ABC Enterprises Shift Name Before From To After E Qiz 06 00 07 00 AM 03 30 PM 04 30 PM 30 sp Add Shift Msi Joe Sharp Second 02 45AM 03 00 PM 11 00PM 11 15PM 15 15 as Sue Money Third 10 45PM 11 00PM 07 00AM 07 15 AM 15 15 7 Edit Shift Jim Smart Misi Betty Bright 2 Delete Shift J Customer Service Katy Smith Els2 Jim Bow Shift Assignment Os Clark Kent Assigning group of employees to the First shift
69. s 0 00 00 Regular Hours 16 00 00 Working Hours 0 00 00 Overtime Hours 0 00 00 Exception Hours 16 00 00 Paid Hours 16 00 00 Holiday 16 00 00 000000015 bm Smart Hours Shifi Excepiion honda 12 24 2007 Exception 8 00 00 Holiday Tuesday 12 25 2007 Exception S 00 00 Holiday Medresday 12 26 2007 Exception 2 00 00 Vacation Thursday 12 27 2007 Exception 8 00 00 Vacation Friday 1272873007 Exception 8 00 00 Vacation Break Hours 0 00 00 Regular Hours 40 00 00 Working Hours 0 00 00 Overtome Hours 0 00 00 Exception Hours 40 00 00 Paid Hours 40 00 00 Holiday 16 00 00 Vacation 43 00 00 000000015 Betty Erizhi Hours Shitt Excepiion honda 12 24 2007 Exception 8 00 00 Holiday Tuesday 12 25 2007 Exception S 00 00 Holiday Break Hours 0 00 00 Regular Hours 16 00 00 Working Hours 0 00 00 Overtime Hours 0 00 00 Exception Hours 16 00 00 Paid Hours 16 00 00 Holiday 16 00 00 Department Sub Total Break Hours 0 00 00 Regular Hours 72 00 00 Working Hours 0 00 00 verime Hours 0 00 00 Exception Hours 72 00 00 Paid Hours 72 00 00 Holiday 45 00 00 Vacation 44 00 00 PayPunch User Guide doc XPRESS sU KTN ARE Generating Reports Inconsistency Report The following displays an Inconsistency Report showing that Katy punched in after her designated shift Inconsistency Report ABC Enterprises Accounting Period from Dambe 01 2007 to December 31 2007 000000001 Katy Sib Registration Toe Shaft Troe day 1
70. ser Guide doc 10 5 Va XPRESS SOFTWARE Registering Employee Attendance L PayPunch Registration Edit r Date Time Date 6 2007 se Time 0300 PM el Approved by Comments Details Original Registration Dec 6 2007 08 00 00 AM Modified by Administrator Mame Modified on Feb 10 2008 11 31 36 AM Approved by Michael Comments incorrect punch time Roll Back Registration 4 To return the time to the Original Registration in the displayed example 8 00 AM click the Roll Back Registration button The record displays the original punch time of 8 00 AM in the Details Working Hours pane for the selected employee 5 If you want to leave the time as is click OK PayPunch User Guide doc 10 6 XPRESS SE E IN Aa Registering Employee Attendance Showing Deleted Registrations 1 Click the Employees tab from the top menu and Employee Attendance or click Employee Attendance from the lower left menu 2 Click Show Deleted Registrations The Deleted Records window displays Deleted Records Deleted records from Dec 1 2007 to Jan 1 2008 Deleted On Comments 1270772007 07 35 54 PM 12 15 2007 06 37 58 PM Deleted By Sherry Delling Sherry Delling Employee Name Date Time 12 07 2007 07 34 00 12 06 2007 06 00 00 PM Employee ID Approved By va 000000001 Katy Smith Michael Incorrect Input of time by supervisor 000000003 000000005 000000008 000000008 000000013 00000001
71. the example defines a 6 00 AM minimum registration time Max The latest an employee can punch out after the shift ends Registration For example a shift ends at 3 30 PM but the employee was Time asked to work for an extra 30 minutes The employee can punch out at 4 PM since the example defines a maximum registration time of 4 30 PM PayPunch User Guide doc 8 3 XPRESS SU F TUN AS E Managing Shifts Break Deduction Break Deduction Min Working Hours for Break Deduction Rounding Details This is the time that is automatically deducted from the total daily working hours For example if we put 30 in this field then 30 minutes will be automatically deducted every shift from the total worked hours without employees having to punch out for their break If you want employees to punch out for their break then put O in this field This is the number of hours an employee must work before the break is automatically deducted For example after an employee works 4 hours 04 00 entered in this field a 30 minute break 30 would be entered in the Break Deduction min field will be automatically deducted from the employee s total daily work hours F PayPunch Add New Shift Shift Details Shift Mame Shift Start Shift End Min Registration Time Max Registration Time Break Deduction Break Deduction min Block Rounding Rules Registration In rB Add Time From 07 00 AM 4 Time To
72. tomer Service f Katy Smith Edit Registration l Delete Registration e Jim Bow ec Clark Kent a Sue Thomas Human Resources f Sally Smith s David Struthers sl Manufacturing g Show Deleted Registrations e Mike Steel s David Walters f Jim Benning a Mary Alba m Companies e Charlie winters E sf Shipping James Sutherland ej Tammy Walters Robert Johnson HH DEF Enterprises The total number of employees in current department 3 PayPunch Enterprise x Language i Total Working Hours Employee ID First Name Last Name Actual Hours Rounded Hours 000000015 Jim Smart 0 00 00 0 00 00 000000018 Betty Bright 0 00 00 0 00 00 Details Working Hours Actualln Actual Out Actual Ho Rounded Rounded Rounded Shift Accounting Period From Feb 1 2008 v To Feb 29 2008 gt Date Range Current month Top Menu Whether you use the top menu or the Left Menu Pane to perform tasks in PayPunch is simply a matter of preference Using either provides the same results PayPunch User Guide doc XPRESS SU E DM Aa Getting Started Companies The following table describes each item from the left side of the top menu Description Click the PayPunch button to Refresh the window Exit PayPunch or perform an Add Edit or Delete of a selected company employee sh
73. yee Tree window pane and Departments pane Editing Departments Use the following procedure to edit department names To Edit a Department 1 Click Departments from the lower left menu 2 Click Edit Department from the left menu The PayPunch Department Edit window displays Employee Tree Departments ABC Corporation a Accounting b Accounting Human Resources ABC Corporation Human Resources ABC Corporation Manufacturing Onipping hgfa Shipping Receiving Company Department Department Details Company Name Department Mame Xu ig 111 Required Fields 3 In the Department Name field change the department name by typing the new department name over the previous name PayPunch User Guide doc 6 2 XPRESS SOFTWARE Managing Departments E 4 Click OK 5 The corrected department name displays in the Employee Tree and Departments pane 6 To edit additional departments repeat Steps 2 4 Deleting Departments Use the following procedure to delete department names To Delete a Department 1 Click Departments from the lower left menu 2 To select a department to delete click on the department name from the Employee Tree or in the Departments pane 3 Click Delete Department from the left menu The following warning window displays Employee Tree Departments E E ABC Corporation Company Department e Accounting j Human Resources M

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