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Application Software for TIMY Time Reporting Terminal User Manual

1. eee 17 Midday break calculation sse 40 Midnight Straddling seeeeeeeeeese 22 Midnight hours automatic correction 24 Midnight hours manual correction 23 Minimum deduction Midday Break 39 40 Modify Employee een HH nnn 15 Modifying Time Sheets eese 17 Modifying Time Stamps Audit trail 19 TI MY Soft Application Software N New vle eU siii bebe orien edades dicor 13 14 New Records sss ece e ce e ee ee een 11 24 34 Night Work calculation 44 46 O Overtime calculation esee 43 44 P Password protection e eee 12 PC Calendar Settings Verification 1 PC Desktop ShortellE assstssesskucvievsebvessveberdtusvusrs 6 Planning mode calendars ee 11 Print Time Sheets see e ee eee 12 28 29 Problem resolution creen m nnn 46 Protection deactivate macro eee e e e r e e e e Ke 1 3 R Receipt of Time Stamps remote location 38 Registration Employee ccccceeesseeeeeeeeees 12 14 Removing seconds from new Time Stamps 11 PE eXDOPE avesveevaudsaes ev ste ke eso Pob a Ca E 30 Rounding and Truncating in Excel 48 S Search TOF EOTS coscerpii tabu taasbens Erba eben idpi Dp 27 Settings
2. NEVER delete the BKS_FILE TXT file on a USB Key NEVER modify the name of the BKS FILE TXT file on a USB Key ALWAYS make a backup copy of the BKS FILE TXT file at the remote site in case there is a problem when sending the file to the TIMY Soft operating location Customer Specific calculations In the employee Time Sheets the twenty columns AR BK are available for calculations of commonly used functions such as Standard overtime Sunday hours Night hours Compensation rest hours It is also possible to calculate new Daily Totals if the standard totals are not appropriate e g if it is required implement a system of midday breaks with a minimum deduction or to display totals in Hours and Minutes instead of Hours and Decimals CAUTI ON In order to avoid any confusion never use the same column for different formulas from one employee to another e g do not use the column AR for Overtime for Mr Bridges and the same column for Night Hours for Mr Parkes Unfortunately Excel does not permit the unlocking of the Format function of individual cells when the whole worksheet is protected as it is in TIMY Soft If there is need to change the format of a cell in columns AR BK use Copy Paste from an already formatted cell If the format of one of the cells in the Time Sheet is suitable simply Copy this cell and select the Cell s in the column to be modified Now click on Edit Paste Special and select
3. Daily Presence lt less than If employees must be present for a minimum number of hours each day a search can be initiated for days where this minimum is not achieved NOTE Even if the Daily Presence function has not been selected a duration e g 8 0 in the Hours field must be present TIMY Soft checks the format validity of this field When the required selections have been made click on Go TIMY Soft carries out the search and reports the result in the Clocking Errors worksheet IEEE NEC NE D T 1 E Name First Name Date TTE 3 Error tips 2 F BRIDGES _4 BRIDGES 5 CLEMENT B MARTINS _7 MARTINS 8 MARTINS 3 MORRIS 10 MORRIS 11 PARKES 42 PARKES 413 PARKES J4 PLEASANCHAgnes 26 12 2003 Absentwithout reason 15 REEVES 16 17 SMITH 25 12 2003 Absent without reason 18 SMITH 26 12 2003 Hg VALENTE I DUE In order to correct an error in this list RIGHT mouse click on a cell in the Error Type column D TIMY Soft opens the employee s Time Sheet at the chosen line and a correction can be performed immediately Corrected errors are not immediately removed from the Clocking Errors report and do not appear when Search Errors is run again When all errors are corrected return to the Employee List main menu and re run the Search Errors again If the errors were corrected the Clocking Errors report is now empty Print Time Sheets For the dates chosen in the Act
4. Formats before clicking on OK shown below Paste Special Y Paste C al L Comments Formulas Validation C values C All except borders Y Formats C Column widths Operation None C Multiply Add Divide C Subtract Skip blanks Transpose Paste Link Cancel TIMY Soft Application Software Page 39 of 54 If none of the cells in the Time Sheet have the format required open a new file in Excel with File gt Open whilst TIMY Soft is running and customise a cell in the new file as desired Perform a Copy of this customised cell with Edit gt Copy and then return to the Time Sheet WITHOUT CLOSING THE NEW FILE and proceed to Paste the format to the desired cells as described above Once the cells with the desired format are in the Time Sheet Copy gt Paste these without going back to the New File After the Format of a cell is copied from the New File it can be closed without saving To modify the width of any one of the free columns AR BK click in the title cell e g AR7 with the RIGHT mouse button to set column width as required in the menu shown below Set Column Width width of the selected column ale Calculation 1 Midday break with minimum deduction A minimum time deduction has to be setup for the midday break in this example 1 hour without obliging the employees to leave the workplace and return in precisely 1 hour If employees leave at midday for LESS than 1 hour the
5. this cell is not protected This allows TIMY Soft to transfer any newly imported Time Stamps made before this time to the previous day when the Time Stamps are imported from the USB Key if the number of Time Stamps on the previous day is odd and the time difference between the last Time Stamp on the previous day and the Time Stamp to be transferred is less than 10 hours Allow sufficient buffer time in the value of cell B6 in case of late clock out due to overtime requirements If for example the time is set as 07 30 but the employee clocks out at 08 30 the automatic Midnight X Over cannot occur and a manual Midnight X Over must be performed The automatic Midnight X Over action cannot be retro actively applied to Time Stamps that already exist in any Time Sheets It is only applied to Time Stamps when they are imported from the data file on the USB Key or New Records Absence and Corrections Management TIMY Soft can be used to manage employees absences and to add or substract manual corrections in the employee s Time Sheet ALL corrections are entered in hours and decimal parts of hours and not in days Absences entered in columns N O Absence1 and P Q Absence2 are added to the Net Hours i e they are considered to be equivalent to a physical presence Data entered in columns R S Correction remain neutral and have no impact on the Net Hours Columns R S are used to document unpaid time off To explain
6. 33333 etc Therefore to represent a time of day as hours in numeric form it is necessary to multiply by 24 TIMY Soft Application Software Page 40 of 54 For example if the cell C10 contains 08 00 and the cell D10 contains 12 00 the formula D10 C10 does not produce 4 00 but 0 17 0 5 minus 0 33 To obtain 4 00 the formula is D10 C10 24 We base our formula on the daily total calculated by TIMY Soft in column T and apply a negative correction if the duration of the lunch break was less than 1 hour The formula in this example for line 13 is IF AND D13 0 E13 0 IF E13 D13 24 1 T13 1 E13 D13 24 T13 T13 Translation IF there is a Time Stamp in column D AND there is also one in column E which would normally indicate that the employee clocked a lunch break then the calculation is performed otherwise use the existing value in column T This test is necessary to prevent the formula from deducting a 1 hour lunch break on days for which there are no Time Stamps at all e g Saturdays and Sundays or on days when the employee was only present during the morning or only the afternoon The calculation is located in the middle of the formula IF E13 D13 24 1 T13 1 E13 D13 24 T13 Translation IF the Time Stamp in column E minus the Time Stamp in column D multiplied by 24 is less than 1 hour it is necessary to make a correction to the hours calculated in column T This correction corresponds to the d
7. Application Software Page 47 of 54 In order to avoid zeros or errors in those lines in which the weekly total is blank the formula used is IF AQ8 gt 0 AQ8 24 To avoid confusion it is recommended that columns M T and AQ be hidden so that only the durations in Hours and Minutes are displayed in Columns AR and AS B JC JD NJ JO PJG R SJ AR As 5 Time Sheet for BRIDGES Peter James 5 C4 2 E clo S a i m e Ble gw Mm or 5 3 li 3 95 3 2182 21 14 11 2005 07 33118 43 TD 22 15n1 005 n7 25 17 54 1 1 7 P 1028 23 46 11 2005 07 23 18 04 ENE 00 1 P qm 24 1711 2005 07 43 18 15 o 8 5 f 5 1092 25 48 11 2005 07 17 18 07 EE 1 1050 2B 181 2005 fb 4 3 X xD 27 20 11 2005 i j con ssa 42 TOTALS a ee oe ee EEY If Subtotals for a column are selected these are automatically included in the Summary report worksheet and with the same time format Rounding and Truncating in Excel It may be thought that there are minor errors in the calculations as in the example below where the duration between 08 00 and 12 00 is indicated as 4 02 hours in decimal format and 4 00 in hours minutes format B C JD N OJP G RJ S T AR amp Time Sheet for BRIDGES Peter James T C Sel ee Gls L e EP s Z N EN Gi 1 6 2 6 8 2 2 22 2B 2111 2005 ngon 12 00 EE NE NE NE 402 400 28 22 11 2005 n 00 12 00 oS o ono o o 402 4 00 3B 2
8. Excel isse e eee eee 2 BCLUNGS PC qxesenerenereneDe2wzea dia dd ad a UU ARA daa 1 Shortcut creating srncie ag aO ORE HEE ATA Rs 6 ShowW d IDEO V snwcscorconereeeenturetucateuseutuns 11 30 Starting and Using TIMY Soft sees 7 Straddling MIGDIGDE 2osesssvud sns ud vas epe vvvevPs DUE iuniou 22 summary report 2442254227427224 2224 22722294 2724727224 11 30 T Technical Supplement uesvusvespsez uv uda dede vade dudit 36 Terminate TIMY SOfLE y X YS XN YR inniinn 35 Time calculations cceaadusiodadd ad E ain bdada inda dadeqas 19 Time capping amp sss se sss cs e c s cs e e e es e s e es ee enen 22 Time format About ss se e xe e x e eee 27 Time format hours and minutes sss xe x e x e x e 43 Time Models sss eee eee eee 19 Time Sheet closing ccs ee ee e eee 25 Time Sheet contents cce e ee e e wes s aaa ierra 16 Time Sheets Audit trail eene 19 Time Sheets Displaying sese 16 Time Sheets Modifying cesses 17 Time Sheets Print sse e xe e ee eee 28 29 Time Sheets summary see e ee e e e e K x e K K e e nnn 30 Time Stamps from Remote sites 38 Time Stamps importing 32 34 Time Stamps manual entry sss 17 TIMY Soft Excel format reversion see x e x e x e xe 9 TIMY Soft Starting and USING 7 TIMY Soft Terminate and Exit sse e ee eee 35 TIMY Soft Worksh
9. No unique and Start Date Start of Clocking are recorded here New Records Temporarily stores Time Stamp data coming from the USB Key Here the Time Stamps are sorted by Badge Number Date and Time before being inserted in the individual Time Sheets Normally this sheet is always empty and would not have to be consulted unless TIMY Soft advises that there is a problem Time Stamps that for various reasons cannot be imported into the Time Sheets are saved here Clocking Errors Lists certain errors related to Time Stamps such as missing Time Stamps TIMY Soft automatically opens this sheet after selecting the Control Panel button Search Errors Summary Displays results when the Control Panel button Show Summary is selected TIMY Soft automatically opens this sheet when the Summary report is ready The displayed information remains in this worksheet until the Show Summary button in the Control Panel is re selected The results of this report can also be easily exported to an external Excel file and then saved TIMY Soft Application Software Page 11 of 54 Correction Codes At installation this sheet contains four standard Absences as examples Additional Correction Codes can be added or the standard codes can be deleted if required Upon deletion of any code TIMY Soft checks to ensure that the code is no longer used in any Time Sheet If the code is used deletion is not possible until the code is removed or repl
10. Open Look in BES F E 5 a A Cii cil Tools Date Modified Bl FInstall xls 56 KB Microsoft Excel 97 25 03 2013 22 41 My Recent Documents My Documents My Computer File name Open alt htm IR My Network Places Files of type All Microsoft Office Excel Files xP xls ral TIMY Soft Application Software Page 4 of 54 ber eee oe Chose the required language S lectionnez votre Langue dans la liste Wahlen Sie Ihre Sprache aus der Liste Select your language From the list Deutsch English The next menu opens if English Installation of Tinvy Soft is selected Welcome to the Timv Saft installation program This program copies the required MS Excel Files From the USB Kev to the directory indicated below IF necessary you can modify Ehe directory name and or path ATTENTION DO MOT USE AN EXISTING DIRECTORY To start installation click on Install Timy 5Soft Path and Directory Name For Timwy Soft cHbks Cancel Only experienced users should modify the file Path and Directory Name C BKS A new directory name can be created but do not use an existing directory that is used for another purpose IMPORTANT The complete path must be typed including the drive letter of the disk Do not simply enter My Documents TimySystem To continue the installation click on Install Timy Soft The installation is very fast as o
11. Panel button Show Time Sheet The employee Time Sheet is displayed for the date range specified under Active Period Se Sy Es te EE Se ERAS eee eS Ee Ce ES as es E E ee 6 Time Sheet for BRIDGES Peter Empl No 1003 E T I S l lt lt e 3 re ese es ess ess lees mms m EPS SES ILE Ee ele E ele Esas mss ze ses BET H hs teh me te els e zm te se 9 ee o e S2 mE o ra 38 01 22012 E E oo vACi 8 00 E 2 8 00 4D o2m2r2012 j ooo vac 800 8 00 41 o3n22012 l 2 2 2 0 00 E UNE 800 0 00 42 1402 2012 3 3 3 3 0 00 a i ee 0 00 43 0502 2012 E 2 2 2 2 0 00 E 2 2 o oo 32 82 44 0602 0201 2 n 30 16 01 2 2 2 9 52 ea ae 9 52 45 ov 2201 2 08 15 15 03 l 2 7 80 EE INN 3 l 7 80 46 u 0212012 07 40 17 03 2 2 2 3 38 lt 9 38 47 10902901 2 08 19 4 8 01 2 2 2 2 5 568 o 2 2 9 69 4B 10m22012 07 55115 13 3 3 3 7 31 T NE NE T3 48 41 02 2012 E 2 2 2 2 0 00 WE ae 2 0 00 50 1202 2012 2 2 0 00 E R o 00 43 70 5 1302 2012 E 2 l 0 00 ae 2 0 00 52 14 02 2012 08 15 16 01 2 2 2 2 7 77 EE EE Du 53 15 02 2012 07 30 17 13 2 3 73 Im SN Se ee 373 TOTALS 3 3 2 51 20 Ee ae ae ae 77 30 M35 TOTALS A MAC i 160 UNP i 80 j j i j TIMY Soft Application Software Page 16 of 54 Time Sheet Contents 1 Dates in column B a light blue background identifies weekends 2 Up to 10 Time Stamps per day for each employee corresponding to five work periods can be ma
12. Protect and Share Workbook function Do not use this function with the TI MY Soft application TIMY Soft Application Software Page 51 of 54 Changing the PC If the TIMY Soft application has to be transferred to another PC simply copy the entire contents of the directory containing the TIMY Soft files to the new PC Create a New Directory on the new PC containing ONLY the TIMY Soft files DO NOT mix the TIMY Soft files with other files Since another copy or version of Excel is working on the new PC remember to set the macros of Excel correctly before opening the TIMY Soft application see page 7 Do s and Don ts 1 Do not insert the USB Key with the TIMY Soft installation files into the Time Reporting Terminal before installing the files on the PC The Terminal DELETES the files from the Key and it is not be possible to install the application 2 Do not install the TIMY Soft files on a network server except in exceptional circumstances 3 Do not rename any of the TIMY files 4 Do not rename the installation directory after installation unless the user is very experienced with Windows operating systems 5 Do not work on OTHER Excel files while the TIMY Soft application is open If it is necessary to work on other Excel files close the TIMY Soft application first If other files MUST be open while keeping TIMY Soft open close the other files FIRST and close the TIMY Soft application LAST 6 Do not close Excel by c
13. Soft xls already exists Microsoft Office Excel ON The File Timv Saft xls already exists Do you want to replace the existing File The file must be saved with the same name of TIMY Soft xls in the same directory C BKS or the directory defined at the time of initial software installation The next time that TIMY Soft is started the password is requested Do not forget the password there is no way to read the system data without it Employee Registration TI P In order to understand the operation of TIMY Soft it is recommended a fictitious employee is created and assigned with a start date of a few days prior to the current date Time Stamp data can be created with an ID Badge on the Time Recorder unit and imported with the USB Key Any time absences in the fictitious employee Time Sheet can be viewed and the various parameter settings related to this data can be tested When the test data is completed delete the fictitious employee from the system TIMY Soft Application Software Page 12 of 54 On the main Employee List if the widths of the columns A to E need to be changed click on the corresponding column title e g Family Name with the RIGHT mouse button The Set Column Width menu appears allowing the entry of a new column width Set Column Width Width of Ehe selected column Enter the desired width in pixels and click on Go Close the Set Column Width menu by clicking on the X in the upper right h
14. bonus payment The formula for this calculation uses the functions I F OR and AND If the user is not familiar with these functions consult the Excel online help and the following discussion will then be easier to understand The example below assumes that there are 2 or 4 Time Stamps recorded If employees also take rest breaks it are necessary to extend the formulas to Start 3 Stop 3 and possibly to Start 4 Stop 4 This example assumes that Night hours are between 22 00 and 04 00 on the following day Internally Excel represents time in hours as a fraction of a day so if a Time Stamp appears as 12 00 noon the actual underlying numeric value is 12 25 0 5 TIMY Soft Application Software Page 44 of 54 Similarly 08 00 is actually 8 24 0 33333 etc Therefore to represent a time of day as hours in numeric form it is necessary to multiply by 24 To determine if a Time Stamp is before or after 04 00 it must be compared with the fraction 4 24 And to determine if it is before or after 22 00 it must be compared with the fraction 22 24 Instead of using fractions converted to decimal form which involves some rounding errors we use the values 4 24 or 22 24 It is actually more precise and more readable Sequence of the tests 1 Is the Start 1 Time Stamp gt 04 00 hours and lt 22 00 hours and is the Stop 1 Time Stamp gt 04 00 hours and lt 22 00 hours If the answers to these FOUR conditions are all Yes the
15. boxes TIMY Soft does not have any way of knowing that the two first Time Stamps of the day do NOT belong in columns Start 1 and Stop 1 We manually shifted them into the second columns Start 2 and Stop 2 with the modification function Shift gt gt so that the Time Model rules are correctly applied The employee thus carried out 2 5 hours of activity this day and we added a 4 5 hours compensated time for the same reason as the day before For the date 25 12 2003 The employee did not clock in because it is a paid holiday 7 hours of HOL are applied To enter an Absence or Correction click in the Absence or Correction column N P or R with the RIGHT mouse button A menu appears allowing the entry of a Duration in Hours and decimals of an hour and Select a Reason from the List Enter Modify Absences In Enter the Duration in Hours type the value required i decimal format Enter Ehe Duration in Select a Reason From followed by the Enter key on the PC eee the List keyboard LT L 9 The cursor automatically moves on to the Select a Reason box Click on the drop down list to select a code or the first letter of the reason code After a code is chosen use the Enter key to validate the entry The correction is applied and the next line in the worksheet is automatically selected Correction Codes The list of Reasons is maintained in the Correction Codes worksheet tab Reasons can be add
16. history can be frozen until the day preceding the effective date of the change Any changes can be made from the effective date whether in cells format or outright replacement of a function by another knowing that the history can never change Delete Calendars This function is identical to the previous method and totally removes the history before the specified date Deletion is irreversible and it is imperative to backup the TIMY Soft files prior to this action and to understand the meaning of Delete old Data Microsoft Excel Are vou really sure vau want to delete ALL DATA before Ehe 31 12 11 For ALL Employees 7 AN WARNING This action deletes complete lines From the Details Files Ves NO A confirmation is required If Yes is selected all the data BEFORE the chosen date is deleted In the example above data after and including 31 12 2011 is retained WARNING This operation is irreversible Do not make a mistake Importing Time Stamps from the USB Key After copying the Time Stamps from the TIMY Terminal onto the USB Key insert the Key into the PC and click on the Control Panel button Get Clocking Data From software version v 149 TIMY Soft prevents the importation of Time Stamps from lulsiiuidiis the USB Key if the Calendars were not extended when the application was opened If L Ec You must Firsk extend the calenders this is the case the message on the right Quit Tiny Soft r
17. is installed on a single computer it is recommended that the files be converted to the new format If the conversion is not performed this question is asked every time TIMY Soft is started If TIMY Soft is installed on a server and accessed from several PCs of which any one is using Excel 2003 or earlier do not convert the application After the conversion employee Time Sheets cannot be opened by Excel 2003 or earlier versions Only convert the format if all PCs are using Excel 2007 2010 or 2013 When the conversion commences do not interrupt the Microsoft Excel process as data may become corrupted The duration of the conversion depends on the number and size of existing Conversion completed successfully files If this is a new installation conversion takes less than a second When the conversion is finished the message on the right appears Select OK and observe that the format indicator in cell P1 has changed to xlsm NOTE File conversion is reversible See the next page for details If reversion to xls file format is performed the TIMY Soft application files can run with all Excel versions TIMY Soft Application Software Page 8 of 54 TI MY Soft xIsm format reversion to xls TIMY Soft Version v1 46 and higher running under Excel 2007 2010 or Excel 2013 facilitates the conversion of Time Sheet files to the xlsm format xlsm format relates to Excel files with built in macros and are smaller than simil
18. main menu chose the employee and in the Control Panel click on the button Delete Employee A confirmation is required as this operation is irreversible once completed Microsoft Excel Are vou really sure chat vou want bo delete BRIDGES Peter James and ALL the Time Data Yes NG WARNING It is NOT possible to recover any data for a deleted emplovee TIMY Soft Application Software Page 15 of 54 Displaying Time Sheets A Time Sheet an Excel workbook file is automatically created whenever an employee is registered see pages 12 14 Employee Registration Before displaying a Time Sheet the range of dates to be displayed must be selected for the calendar period required under Active Period in the Control Panel Select the date range required by clicking on one of the date panels The date range is saved by TIMY Soft until it is changed again it does not have to be changed each time the application is started The date range is also used for three functions launched from the buttons located on the right side of the Control Panel These are Search Errors Show Time Sheet and Show Summary To change the dates click on either of the two date panels and the Active Period menu opens eee p English TIMY SOFT CONTROL PANEL Active Period 4F 10 101 2012 0170272012 45 02 2042 n4 n1 Active Period In the Employee List select the employee Family Name row to be viewed and then click on the Control
19. now easy to replace the FALSE part in the previous formula which is the last cell T13 on the right IF AND D13 gt 0 E13 gt 0 IF E13 D13 24 lt 1 7T13 1 E13 D13 24 T13 T13 by the new condition IF AND C13 gt 0 C13 lt 10 24 D13 gt 15 24 E13 0 T13 1 T13 Translation IF the condition is true then let the value of this cell equal T13 minus 1 hour otherwise let it be equal to T13 The entire formula is IF AND D13 0 E13 0 IF E13 D13 24 1 T13 1 E13 D13 24 T13 IF AND C13 0 C13 10 24 D13 15 24 E13 20 T13 1 T13 ALL three situations that could arise are calculated If employees clock at midday for less than one hour one hour is deducted If employees clock for more than one hour the actual clocked duration of the break is deducted If employees do not clock at all at midday the default time of one hour is deducted Calculation 2 Overtime Assume that THREE rates of overtime are paid Rate 1 10 for working between 40 hours and 44 hours per week Rate 2 25 for working between 44 hours and 48 hours per week Rate 3 50 for any working time more than 48 hours per week As a starting point use the Total Week column AQ which derives its value from the last 7 daily totals in column T The number of hours subject to an overtime rate of 10 are calculated and entered in column AR the hours with 25 rate go into column AS and the hours with 50 rate go into column AT 1 Calculate the hours beyond 48 ho
20. of the sheet it does not have any effect on Time Stamp management For example if only four Time Stamps are set to be visible Start 1 Stop 1 and Start 2 Stop 2 and an employee actually clocked six times two more than anticipated the Time Stamp entries Start 3 and Stop 3 are always in the employee Time Sheet The Totals are always correctly calculated but the additional Time Stamps cannot be displayed until Start 3 Stop 3 are unhidden using the method above TIMY Soft Application Software Page 26 of 54 About the Time format The Time Stamps are shown in hours and minutes However time periods or durations are always shown in hours tenths and hundredths In Excel it is very difficult to perform calculations on durations in hours and minutes format e g it is not possible to display a negative duration in hours and minutes and users should be familiarised with the representation of the time in the form of hours and decimals 15 minutes 0 25 hours 30 minutes 0 5 hours 45 minutes 0 75 hours etc when Time Sheets are shown If the totals must be represented in hours and minutes format refer to the section Time format in Hours and Minutes on Page 44 Closing a Time Sheet To close a Time Sheet click on the in the control box on the top right of the open worksheet page NOT the Excel at the extreme top right or use the Excel command File gt Close Alternatively Alt F4 also closes an open file When a Time Sh
21. the Excel files or the computer These files must be included a the regular TIMY Soft Backup routine TIMY Soft does not have a built in function for automatically backing up the application files after the system is closed In order to protect TIMY Soft data files users are advised to make regular Backup copies of the Directory in which TIMY Soft was installed preferably onto a media different than the computer hard disk e g ZIP Disk CD ROM or USB Memory but NOT the TIMY USB Key Backup amp Restore routines within MS Windows Operating Systems are also available for creating archive copies of files Terminate and Exit from TI MY Soft To leave the application close the TIMY Soft Workbook by clicking on the in the top right of the Excel window perform the Excel File gt Close commands or use AIt F4 TIMY Soft Application Software Page 35 of 54 APPLICATION SOFTWARE TECHNICAL SUPPLEMENT About the USB Key Precautions are taken to prevent unauthorised individuals from using any commercially available USB Key to remove Time Stamp data from the Time Reporting Terminals The Time Stamp data is stored on the USB Key in a text file named BKS FILE TXT This file is pre installed on the USB Key before delivery to customers NEVER MODIFY the name of this file NOR REMOVE it from the Key If the content of the USB Key is tampered with in any way or if an unauthorised USB Key is used the Time Reporting Terminal rejects the Ke
22. the PC desktop display select My Computer and click on the icon corresponding to the USB Key with the right mouse button then select Format Format Removable Disk F El Capacity 244 MB DO NOT MODIFY the Capacity field File system FAT N Select FAT as File system ES NOT FAT32 which is the default Default allocation size Allocation unit size cannot be changed volume label 5s Enter BKS as Volume Label in CAPITAL LETTERS Format options Quick Format Enable Gompression DO NOT SELECT Quick Format Greate an MS DOS startup disk m Em cose Click on Start and confirm OK in the next message 2 Start MS Notepad normally found under Programs Accessories and create an empty file named BKS FILE TXT all in CAPITAL LETTERS in any directory on the PC s hard disc Remember the location close MS Notepad and copy the file just created onto the USB Key VERY IMPORTANT Do not save the BKS FILE TXT file directly from Notepad onto the USB Key It must first be stored on the PC and then copied to the USB Key Receipt of Time Stamps from a remote location If a remote work site is operated where a TIMY Terminal is installed it may be time consuming or inconvenient to receive the physical USB Key from the site A copy of the Time Stamp File BKS FILE TXT on the USB Key can be sent by e mail Alternatively copy the file to another USB memory key and
23. time clocked after 16 30 should not be calculated I e The employee should not be compensated for a late arrival in the morning by a late departure in the afternoon Simply click on one of the Time Stamp cells with the RIGHT mouse button to open the Add or Modify Time Stamps menu and then select Time Parameters TIMY Soft Application Software Page 19 of 54 This opens a second menu for the Time Models and makes it possible to specify time limits for each of the 10 different Time Stamps as below Definitions of Time Models For START times start counting FROM Ehe Following times Start 1 Start 2 Start 3 Start 4 Start 5 Max timejday Applv From 08 00 11 04 2005 Through For STOP times count UP TO the 15 04 2005 Following times Stop 1 Stop 2 Stop 3 Stop 4 Stop 5 16 30 Use these values as default m Go Close As a presence before 08 00 should not be counted i e only count hours starting from 08 00 enter 08 00 in the box Start 1 In the afternoon as a presence after 16 30 should not be counted enter 16 30 in the box Stop 2 At this time we do not care to apply Time Parameters to the Time Stamps for mid day and Stop 1 and Start 2 remain blank When opening this menu TIMY Soft enters the date of the chosen date line in the Apply from and Through fields If the entry is validated by clicking on Go without modifying these dates the Time Parameters rule applies on
24. 12 07 57 12 04 12 59 16 25 090220 2 O7 55 12 03 12 50 16 45 shift lt lt Time Parameters 10 02 2012 07 52 12 01 12 561 16 42 1102 2012 1980012 Enter Modify Time Stamp Enter key 13 02 2012 08 12 12 55 13 45 18 10 14 02 2012 08 02 12 35 13 48 17 31 15 02 2012 08 22 12 58 13 33 17 43 TOTALS Enter the missing time in the Enter Modify Time Stamp field at the bottom of the menu and press Enter on the computer keyboard to validate the data Only use the colon symbol to separate hours and minutes or whichever symbol is defined in the Regional Time and Language Settings for the computer To delete an entry move the cursor to the entry to be removed and use the computer keyboard Delete key to erase the entry in the Enter Modify Time Stamp box Then press Enter on the keyboard TIMY Soft sorts the Time Stamp data automatically and put them in chronological order Any manually added or modified Time Stamp data is displayed in bold to show that it did not occur because of an employee ID Badge swipe In addition on the date cell in column B an Audit Trail is created with a comment showing the Date and Time that the modification occurred T iD 8 5 E ee Cc e C m e t Ln Ln T z E E n E 8 E 8 5 8 5 8 5k sli 235 s35 28 8 amp 58 35 5 2 e 2 Ben e tat ota i ett e ae e eb ie att se me eme es e er mL e m m e 01 02 201 21 08 12 12 55 13 45 19 00 0 96 2
25. 25 D Delete calendar cessere 32 Delete employee cce Hn 15 Delete Old Data creen nnn 31 Displaying Time Sheets eene 16 DO S and DON ES ssenistiitondtiiph idR MN MUI EE NS aa 52 E Employee Registration eeeeeee 12 14 Employee delete css eee eee 15 Employee Modify sess ss vry err t RO a acc 15 Errors Search TOF Sassi akpkbkEREREREREREJRXRRREREXbrbPRORGEA 27 Excel 2007 2010 2013 Applications 8 Excel macro settings esses 1 3 Excel Rounding and Truncating 48 EXIL TIMYSSOTE dississusesseizkisertciriert sepeciis edd edd ds 35 EXDBOIt l SDOF LS Lecce ene x vEx EY VukR Edu EE FEEE Y VuXWEE Caire detta 30 Extending Calendars ces ecce e eee 10 F Format About the Time sss sxs xe xe eee 25 Formatting the USB Key eee e eee 36 38 Frequently Asked Questions cs scs ee ee ee eee 53 G Get Clocking Data eese 10 32 34 H Hiding COMMIS duosesesovessdosexssesevevessesdoveso osevese 26 l ID Badge number seres 13 34 Importing Time Stamps 32 34 INIT USB Procedure asossasesertnccat cds um d n Dames 36 37 Installation Overview een nn nnn 1 Installing TIMY Soft files eese 4 6 M Macro protection deactivate eese 1 3 Manual entry Time Stamps
26. 3 D5 0 2 2012 07 58 12 05 12 3 OF 02 201 2 08 03i12 02 42 5 D8 02 2012 07 57 12 04 12 3 09 02 2012 07 55 12 031 12 50mm eo En 1 oo cn empty replaced by 18 00 on 25 02 2012 13 50 46 Moving the mouse cursor to the date cell will allow the comment to be displayed Time Calculations using Time Models In certain cases the measurement of total time between Time Stamps may not be required but only the attendance time within certain time ranges For example if the time clocked before 08 00 or after 16 30 should not be counted This could also apply to the midday break A fixed lunch break between 12 00 and 13 00 can be set by stopping the count of time at 12 00 even if the employee clocks out after 12 00 and re start counting at 13 00 even if the employee clocks in before 13 00 TIMY Soft uses a simple implementation of daily Time Models to truncate the time to a fixed schedule even though the employee is present at work In the example below before setting time model parameters the total time counted for the 11 04 2005 is 7 87 hours 7 hours and 52 minutes 41042005 07 58 1205 1257 1642 7 87 7 87 12 04 2005 D amp 03 12 02 12 55 16 55 7 98 EE NEN EE NE 7 98 22 13m4 005 0757 12 04 42 58 16 25 7 55 l 7 55 23 14m4 2005 07z 55 1z 03 12 50 1645 8 05 i a ae 8 05 24 15 04 2005 07 52 12 01 12 56 16 42 7 82 ET Te NN 7 82 Let us say that any time clocked before 08 00 or any
27. 371 2005 08 00 1 2 00 o jj jo 402 400 31 24 11 2005 mi a NN o oo o oo 32 2511 2005 EMENEBNEE NEN o oo mun 33 26 11 2005 3 d 4 mo o oo 00 34 2711 2005 a ae ae o o oo 0 00 42 TOTALS 00 Po oe 1205 12 02 These are NOT errors but are the effects of the Excel rounding and truncating for display purposes TIMY Soft Application Software Page 48 of 54 The Time Reporting Terminal generates the Time Stamps in Hours Minutes and Seconds but the Seconds in the Time Sheets are not be seen because the cell formats are specified as hh mm seconds are truncated for display purposes In the previous example the Time Stamp 08 00 is actually 08 00 11 and the Time Stamp 12 00 is actually 12 00 48 The total of 59 seconds corresponds to 0 01639 hours which is rounded up by Excel to 02 in the Net Hours cell with two significant digits after the decimal point The representation of time duration in decimal form is more precise than the displayed hours minutes in which there is no rounding There is no need for concern because internally Excel always uses up to 15 significant digits to calculate numeric values whether they are time related or other numbers There is no risk of compounding rounding or truncation errors in long lists of sums In the previous example the 3 days worth of 59 seconds corresponds to exactly 0 0491666666666666666666666666666667 of an hour which is rounded up to 0 05 by Excel but is trunca
28. 47 29 01 2011 E 2 j j 0 00 TE KE 0 00 30 01 2014 2 3 0 00 AG a 0 001 4031 TOTALS E 2 158 05 E Bj 158 05 K p f Wew Records Clocking Errors Correction Codes Print Time Sheets r2 c e 0 00 0 00 5 28 872 8 50 8 02 0 00 0n0 3351 8 83 8 84 8 28 8 53 784 0 00 5 e LU Ral Caco ea Ca eed 3 S SO TRA lR LII RD 1 leg le Le lek le lelez alenlem leo Kos On EM Co 3 C3 n GB 4 3 CR C3 3 3 en e d e cn i e 3 G IM 34 K User Manual Manual P N 08984 90003 Revision 03 2013 to level v1 55 Data Time Attendance Systems T Data Limited Tel 44 0118 979 5070 Fax 44 0709 231 2381 Copyright O 2005 2013 T Data Ltd All rights reserved e mail sales t data co uk www t data co uk CONTENTS Installation OVerviIe W ii esos iedeamiadacsiecsicaseasiiaasiewidateusveaiaieudanieeredeeieaedaneaweaies 1 Verification of PC Calendar Settings sss ess sss sss esse sss ss sss sss sss essen s sss s nennen nennen nnne 1 Excel Macro Settings Tor TI MY Soft ssssssssssu22222 22 2 22 22222222uuuuuuununnnnnnnnnnnnnnnnnnn 1 installing TEMY SOTE Pile scires EEEn 4 PC Desktop SOM GUE isisianrisciiatederissarsecsassdeciasersscsatendecisseictcsstesdieisseesetaunininra 6 Starting and Using TI MY SOTE TT 7 Extending Calendars sinmisiin missed iei dudul ei ia sud i cun P Eas V Ewa ada V NR Eas E EWa RUE V ERE EERVE VU MU 10 Removing second
29. 96 The next cell on the right is automatically selected to allow the addition or modification of another Time Stamp without needing to use the mouse or cursor key If the Add or Modify Time Stamps menu obstructs the view of the Time Sheet it is possible to move the menu by clicking and holding the blue title bar with the LEFT mouse button and then dragging the menu Release the mouse button when satisfied with the position of the menu The Add or Modify Time Stamps menu remains on the screen to allow other corrections quickly It is possible to move within the Time Sheet screen with the computer keyboard Cursor Keys without leaving the Add or Modify Time Stamps menu A whole day or more of Time Stamps can be modified in the event of forgetfulness or loss of an ID Badge TIMY Soft Application Software Page 18 of 54 TIP to skip to the first cell of the next day press the Next Page or PgDn Key on the computer keyboard To return to the first cell of the previous day use Previous Page or PgUp These keys are usually located near the Cursor Keys Audit Trail after Modifying Time Sheets Whenever a time stamp is modified added or deleted from a Time Sheet by the TIMY Soft user a comment is automatically added to the date cell on which the change has occurred indicated by the Excel comment tag Hours Clocked Absence 1 Date 01 02 2012 fea 02 02 20 2106 30112 3 02 2012 08 37 114 31 D4 02 2012 D5 02 201 2
30. Application Software for TIMY Time Reporting Terminal ee eee ee ee ee aE e ee ce te es s 1 Time Sheet for SMITH John Empl No 1008 Start 1 Stop 1 Start 2 stop 2 Start 3 Stop 3 Start 4 Stop 4 start 5 Stop 5 Hours Clacked Absence 1 Duration Absence 2 Duration Correction Duration Met Hours Total eek Date 01 01 2011 0201 2011 03401 2011 D4 0 12044 08221 12 59 14 03 17 43 05 01 2011 107 30 12 31 13 20 1 7 03 D6 0 2011 D amp C 43 00 13 39 4 7 10 Q7 01 2011 07 30 15 31 j 08401 2011 09401 2011 10 01 72011 07 38 11 35 12 18 17 13 1101 2011 07 30 12 35 13 17 4 7 03 12 01 2011 D8 22 12 59 14 03 17 43 13 01 2011 07 30 12 35 43 45 7 12 14 01 2011 D7 31 42 31 13 19 1610 15 01 2011 i 3 16 01 2011 3 2 0 001 4242 17 01 2011 08 22 12 58 13 39 47 03 2 es LR am 18 04 2011 DE 03 43 01 13 504 7 00 2 i S b 813 19 01 2011 07 30112 35 13 204 7 11 2 8893 _ 5 3 883 20 01 2011 D8 22 12 59 14 03 17 43 3 8 28 EN E 8 28 21 01 2011 D7 30 12 31 13 45 17 12 847 EN hk 847 220 2011 2 2 2 0 00 E a 0 00 23 04 2011 E j j 0 00 ef EN EN 000 4181 24 01 2011 D8 22 12 59 13 39 4 7 03 2 8 01 E R EE EN 8 01 25 01 2011 Dg 03 43 01 13 504 7 00 2 813 JAN b j 813 26 04 2011 D8 30112 35 13 20 11 7 11 783 2 7 83 27 01 2011 D8 amp 22112 59 14 03 17 13 2 778 AN i 7 78 28 01 2011 D7 30 12 31 13 45 17 12 847 Fo j a 8
31. D133 04 00 Translation IF the Time Stamp in column D is BEFORE 04 00 OR the Time Stamp in column D is AFTER 22 00 then the Time Stamp value in column D is used for the end of the period In any other case 04 00 is used 3 Determine which time value is used for the BEGINNING of the Night Work period and then SUBSTRACT the end point value determined in the preceding stage The start point can be EITHER the Time Stamp Start 1 OR 22 00 If Start 1 is 04 00 or 22 00 the start point for calculation of Night Work hours is Start 1 If the employee starts to work during the day then the start point for Night Work hours must be 22 00 The part of the formula that carries out this test takes the form IF OR C133 lt 4 24 C133 gt 22 24 C133 22 00 IF the Time Stamp in the column C is BEFORE 04 00 OR the Time Stamp in the column C is AFTER 22 00 then the Time Stamp value in column C is used In any other case 22 00 is used TIMY Soft Application Software Page 45 of 54 This completes the calculation for the first period If the employee clocks 4 times two work periods a similar formula must be established for the second period and added to the first part IF AND E133 gt 4 24 E133 lt 22 24 F133 gt 4 24 F133 lt 22 24 0 IF OR F133 lt 4 24 F133 gt 22 24 F133 04 00 IF OR E133 lt 4 24 E133 gt 22 24 E133 22 00 The complete formula assigned to cell AR133 is IF AND C133 gt 4 24 C133 lt 22 24 D133
32. Date and Time settings are not correct Installing on a PC with Windows 98 A USB driver must be installed before starting the installation process This is available from the TIMY System supplier on request Excel Macro Settings for TI MY Soft Start Microsoft Excel and deactivate macro protection Microsoft started providing a virus protection function with Excel 97 The default settings for macro protection have become more secure with each subsequent version of Excel Under Excel 97 there is simply a warning message and on later versions the default setting disables the macros sometimes without a warning message TIMY Soft makes use of many macros and before beginning the installation the Excel macro protection must be deactivated We guarantee that the delivered software files do not contain any viruses TIMY Soft Application Software Page 1 of 54 In Excel 97 go to Tools gt Options and select the General tab Uncheck the box marked Activate Macro alarm then click OK In Excel 2000 2003 go to Tools Macro then Security Select the option Security Level Low and click on OK Security 2 E Security Level Trusted Publishers Mery High Only macros installed in trusted locations will be allowed to run All other signed and unsigned macros are disabled C High Only signed macros From trusted sources will be allowed to run Unsigned macros are automatically disabled Medium You can choose whet
33. E R aN ERA NNE NE RN AR NR RT SE NSS 27 Print Time SMEETS taccciae se caso ces ccce secre a T a 28 Show SUMMON aT 30 EXDOF FE DOMS crossi R R wale E R ER E Ea saa acum cent 30 Compact or Delete Old Data HT 31 Importing Time Stamps from the USB Key sss ess sess ess sss ess esse 2o one nnne senenn nenen ess 32 New RecoOF us urisccevERuvEEVYPEuECEA DvEx SERERE aaa VENE FENFU RENE Ea RN ENTER E VE ses 34 Back UD or Date ossuscus ied xuuau d dude ER UE A CO EA ER A CRR E RR QUA Nw WW T XR CN QU RR C a APR UNI T ERAN 35 Terminate and Exit from TI MY Soft sss sss esse esse sss enean ennenen ennenen ennenen aenean 35 TECHNICAL SUDDIemBHE HHH 36 PDOUE Ine USB K6y xime reared 36 FOFMat Tne USB KeyYy eR 36 38 Receipt of Time Stamps from a Remote location sss sss ses sss sss ss sss ss sss ss sss ss sss asan ens s 38 CUSTOMEl S DECITIC CAlCUIAUIONS 5 1 orsa vss 343 e vs pav ee vro aa 39 Examples of calculations css ss sss ss sss ss sss sss ss sss kan RS EEFREEESEFFKR EFENRRAEREKEERRNCUEETEIERESKNE 40 45 Time Format in Hours and Minutes ssss esse esse sss ess sss ss sss esse essen sane nenen ennenen 46 Rounding and Tr ncating In EX Cel TT 48 Problem Resolution TTT 49 51 Changing the PC uico vo Co HY ER EFE EY vx ERRARE ERE EEENS REX WRRNEEWEFERERER NE SCREE EFE REX WEEEENEENE 52 Dos and DON c r UITUE 52 Frequently Asked Questions iiis vex e on sss sss ss sss esse essen essen asses nense RR RC RE Rr RE ss 53 Installation Overview The TI
34. MY Soft application is delivered on the USB Key shipped with the system Install the application on the PC before inserting the USB Key into the TIMY Time Reporting Terminal WARNING THE TIME REPORTING TERMINAL DELETES ALL THE APPLICATION FILES FROM THE USB KEY WHEN THE KEY IS INSERTED TIMY Soft consists of a collection of Microsoft Excel files The application runs under all versions of Microsoft Excel starting with Excel 97 It requires a PC with any of the following configurations e Windows 98 SR2 with Excel 97 e Windows XP with Excel 2000 through Excel 2010 e Windows Vista with Excel 2007 or Excel 2010 e Windows 7 with Excel 2007 Excel 2010 or Excel 2013 e Windows 8 with Excel 2013 The TIMY Soft application does not run under e Versions of Microsoft Excel prior to Excel 97 e Versions of Excel running on Apple Mac computers e Other spreadsheet programmes such as Microsoft Works Apache OpenOffice etc Verification of PC Calendar Settings Before starting with the installation procedure check the Date and Time formats in the Control Panel of the PC Regional Options 1 The Date Format must be set to dd mm yyyy that is day with two digits month with two digits and year with four digits TIMY Soft does not function with computers set to the American date format mm dd yyyy 2 The Time Format must be set to hh mm ss with the colon as separator TI MY Soft cannot function correctly if the
35. Night work test for Start 1 amp Stop 1 halts because there are not any Night Work hours in this period If the response to at least ONE of these questions is No then all or part of the period is categorised as Night Work and the formula proceeds to the next step In the formula this is tested in the following way assuming the formula is on line number 133 of the Time Sheet IF AND C133 gt 4 24 C133 22 24 D133 gt 4 24 D133 22 24 0 Translation IF the Time Stamp in Start 1 column C is AFTER 04 00 hours AND the Time Stamp in Start 1 column C is BEFORE 22 00 hours AND the Time Stamp in Stop 1 column D is AFTER 04 00 hours AND the Time Stamp in Stop 1 column D is BEFORE 22 00 hours then the condition is TRUE The calculation results in the value 0 no Night Work during this period 2 If the condition is FALSE determine the time used for the END of the Night Work It is either Time Stamp Stop 1 or 04 00 hours If Stop 1 is before 04 00 or after 22 00 then the employee stopped working during the Night Work period and the end point are equal to Stop 1 This would be the case if the employee stopped at 23 15 or at 03 07 for example If the employee stops working outside of the Night Work period that is after 04 00 and before 22 00 then the end point must be equal to 04 00 The part of the formula that carries out this test takes the form IF OR D133 lt 4 24 D133 gt 22 24
36. Number When the errors have been resolved indicated dates help this situation click on Delete all at the top right of the worksheet Confirm the next message with Yes This deletes all of the records in the worksheet 6 Other problems have been seen that prevent the use of TI MY Soft correctly Before calling the TIMY System supplier for help verify the following All the TIMY files are installed on the local hard disk C of the PC If the PC is configured for multiple users does the user of TIMY Soft have read and write access to the directory in which the application is installed and to the USB Key This situation can arise if the application was installed by the Administrator with full access but TIMY Soft is run by another user who does not have the same access rights Are all the TIMY Soft files located in the SAME directory After installing the files it is possible to modify the name of the directory or move ALL the files to another directory but the files must NEVER be located in more than one directory If a Shortcut on the Desktop is used to access the TIMY Soft xls file and the directory name is modified delete the Shortcut and create a new one Is the user sure that she he is working with ONLY ONE COPY of the TIMY Soft application Regular back up copies of the TIMY Soft files should be made but users should only work with the original file versions Has the user invoked the Tools Protection
37. aced by another code in all Time Sheets Print Time Sheets This worksheet is used to print employee Time Sheets Click on any cell with the RIGHT mouse button to call up a menu in which employees can be selected TIMY Soft copies the Time Sheets into this worksheet with or without page breaks Print the whole worksheet with the standard Excel Print command The results of this report can be exported to an external Excel file and then saved TIMY Soft files and related worksheets are automatically protected As a result data cannot be entered directly into the cells of any Time Sheets except within the columns AR BK Columns AR BK can accept additional calculation formulae entered by the system user see pages 39 46 Customer Specific Calculations The Summary and Print Time Sheets reports are unprotected worksheets and comments can be freely entered Password Protection The main TIMY Soft xls file is not protected The user may want to restrict access to this file and therefore to the entire TIMY Soft Time Reporting System To minimise the risk of unauthorised access a password can be assigned to the file by using the standard Excel procedure File Save As Tools General Options Password to open then enter a password Click on OK and confirm with the same password in the next step and then select Save NOTE Never change the file type from xls during this procedure Select Yes when advised by Excel that TIMY
38. age 6 of 54 Using TI MY Soft Starting and Using TI MY Soft Start Excel and open the file TIMY Soft xls found in the directory that was specified when the software was installed default is C BKS or double click the desktop icon for TIMY Soft Whilst opening the TIMY Soft Workbook the following message on a red background appears very briefly instead of Employee List This is normal and occurs every time the application is opened Family Name ee If the message remains displayed and is not replaced by Employee List on a yellow background the Excel macro protection has not been deactivated as required TIMY Soft cannot function in this mode and it is not possible to continue Close TIMY Soft and set the macros as described on pages 2 and 3 of this manual or consult the section Problem Resolution on page 49 NOTE If Excel displays a message asking if changes should be saved select No Microsoft Excel AN Do you want to save the changes you made to Tiny SoFk xls Ves No Cancel The TIMY Soft system does not contain any data at this stage and the empty Employee List worksheet is displayed A B C D E G H J K mployee List i Excel 2010 xls Sate SS i Family Name C English Version 1 55 Saas ee eee ae Y E pem ERE SUNY soft EE EE EET ES E l E TIMY SOFT CONTROL PANEL ET re Active Period Lo S IT moana O a
39. al letter I Start Date Clocking data created before this date can never be displayed by TIMY Soft and this date cannot be modified later It is possible to enter an earlier date or a future date relative to the current date A confirmation is required if a date is entered more than x30 days from the current date The calendar for the employee is automatically generated by TIMY Soft and a Time Sheet file is created commencing with this Start Date As with ALL dates in TIMY Soft enter the day and the month with the correct separator e g 1 5 for the 1 of May if the Windows date separator is set to As soon the computer Enter key is pressed the date is set to the complete format e g 01 05 2005 Start Date 1 5 gt Start Date 01 05 2005 When entering dates in this fashion Excel always uses the current year so be careful during December and January During January 2013 if the value 27 12 is entered Excel turns that into 27 12 2013 and not 27 12 2012 If the year is not entered do not use the separator after the month otherwise an error message appears Microsoft Excel The entry is not a valid date Start Date LIS When the details are completed select Go to create the employee Time Sheet and in the case of a retroactive starting date the initialisation of the calendar includes any earlier dates As soon as the Creating new Employee menu is blank start with another employee regist
40. all macros Trust Center Trusted Publishers Macro Settings Trusted Locations O Disable all macros without notification Trusted Documents e Disable all macras with natification Add ins e Disable all macros except digitally signed macros m Enable all macros not recommended potentially dangerous code can runj ActiveX Settings Protected View C Trust access to the VBA project object model In the left frame select Trusted Locations and in the right frame select Add new location Enter name of the directory in which TIMY Soft is installed default is C BKS and then select OK Trust Center Trusted Publishers Trusted Locations Trusted Locations Warning All these locations are treated as trusted sources for opening files If you change or add a location make sure that E the new location is secure Description Date Modified Add ins s R ActiveX Settings BKS 12 02 2013 15 37 weet Files Microsoft Office 2010 Templates Excel 2010 default location Application Templates Macro Settings ass DMN Application Data Micrasoft Templates Excel 2010 default location User Templates Files Microsoft Office 2010OfficeldXLSTART Excel 2010 default location Excel StartUp Protected View Application Data Micrasoft Excel MXLSTART Excel 2010 default location User StartUp Ps Hles Microsoft Office 2010 Officel4 STARTUP Excel 2010 default location Office StartUp Message Bar P Files Microsoft Office 2010 O
41. and corner To register a new employee click on the Control Panel button New Employee The Creating new Employee menu opens ready for employee registration Creating new Employee Familv Mame First Names Empl Ma Badge Ma Start Date Family Name and First Name s These are free text fields and any character can be used It is recommended that the Family Name be capitalised Empl No TIMY Soft needs a unique key to identify each employee which is the Employee Number During the creation of an Employee Number TIMY Soft verifies that it has not been assigned to another employee If a unique Employee Number is already used for payslips or other employee documents it is recommended that the same number be used in TIMY Soft This allows easy reconciliation of TIMY Soft data with the other employee documents The use of the Employee Number as a key instead of the ID Badge number allows assignation of a new ID Badge in the event of loss of an ID Badge This negates the need to obtain an ID Badge with the same number as the lost ID Badge Employee Time Sheet records are based on the Employee Number key and not on ID Badge number TIMY Soft Application Software Page 13 of 54 Badge No TIMY Soft checks to ensure that this number has not been assigned to another employee CAUTION TIMY ID Badges use figures and letters Do not confuse the number O zero and the capital letter O or number 1 with capit
42. ar xls files The xlsm format cannot be opened by Excel 2003 or earlier versions of Excel while XIs format can be opened by all Excel versions If reversion back to the xls format is required e g because a decision is made to use Excel 2003 instead of Excel 2010 the following procedure should be followed 1 Open TIMY Soft with Excel 2007 2010 or Excel 2013 2 On the Employee List worksheet select cell K2 showing the Version number 3 If the Version number is 1 46 or higher right mouse click on cell K2 and the following menu appears Microsoft Excel A Do you want to go back to xls Format Yes Mo 4 Select Yes to revert to the older Excel format The cursor box at cell K2 will flash at 1 second intervals and the Status Bar at the bottom of the screen will display the name of the file under the reversion process 5 At the conclusion of the process or if No is selected or a Version prior to v1 46 is running the next menu opens E K 6 Close the menu with the X at the top right corner and not with OK 7 If TIMY Soft is re started with Excel 2007 2010 or 2013 the centre message on page 8 will display 8 If TIMY Soft is re started with Excel 2003 or earlier the message on page 8 will not display TIMY Soft Application Software Page 9 of 54 Extending Calendars After entering a list of employees and closing TIMY Soft if it is re started on any later date the application di
43. ation Software Page 36 of 54 INIT USB KEY Procedure On the TIMY Time Recorder unit press the red button and Swipe the INIT USB KEY badge The display indicates In it and the TIMY unit is ready to re initialise the USB Key Within 5 seconds connect the TIMY USB Key The message USb 1 is displayed for about 5 6 seconds Do not remove the USB Key until the message changes to End If time stamps are ready for download leave the USB Key connected and press the red button Error conditions that may occur during initialisation ErO3 May occur after swiping the initialisation badge The Time Recorder is an earlier version that cannot be used to initialise the USB Key Use the PC procedure described in the next section to format the USB Key on the PC Er81 There is a time stamp file BKS_FILE TXT containing data on the key and the initialisation is cancelled Empty the file first by transferring the USB Key data into the TIMY Soft application with Get Clocking Data Format the USB Key on the PC If ever the TIMY USB Key becomes unusable due to error messages or a commercially available USB Key is obtained to use with the TIMY Soft application follow these procedures to initialise the USB Key NOTE USB Keys must have 2GB nominal storage capacity or less when formatting on the PC Larger capacity keys cannot be formatted with this method on a PC for use with the TIMY System TIMY Soft Application Software Page 37 of 54 1 On
44. ce the mouse cursor over the cell in the first row of the column and press the RIGHT mouse button The Settings for unprotected columns menu opens Settings for unprotected columns Transfer Balance to End of Period G Use Ehe Formula and Format of Ehe active cell as default To copy the formula in line 8 into all the lines below in the same column and create a subtotal check Generate a Subtotal for this column and check Use the formula and format of the active cell by default as shown above This formula is automatically copied into new date lines when the TIMY Soft calendar is extended The result is B Te oT MINOT P lal Ri ss T AQ AR AS Time Sheet for BRIDGES Peter James EN LU K C4 A A t eej es 85 Bj 2 Z m 5 m9 EN nie a a ia 32 83 2 ES BE 21 14 12005 0733j1843 1147 1147 11 0 22 15n1mno5 nz25 17 54 1048 i a a 10 48 10 28 23 15 1 2005 07 23 18 04 10 58 10 58 10 41 24 17515005 nz43 18 15 1053 0000 fF x oi 10 53 10 32 25 18n12005 0z17 1807 10 83 10 83 10 50 26 18 11 2005 0 00 NENENE EE 0 00 0 00 27 20442005 0 00 a a ae 0 001 5370 ooo 5342 42 TOTALS 53 70 NE EMEN NEM 53 70 53 42 Column AR takes the values of column T and converts it to the format Hours and Minutes A Subtotal value is created at the bottom of the hourly figures in column AR In the example above we have applied a similar procedure to column AS Total Week TIMY Soft
45. d correctly and that Windows has recognised it by selecting My Computer on the PC Desktop display and reviewing the disks found by the operating system Verify that a removable disk with the label BKS is present TIMY Soft Application Software Page 33 of 54 The drive letter F may not be the same as shown below Total Size Files Stored on This Computer Shared Documents File Folder OH ADMIM s Documents File Folder Hard Disk Drives Zp Local Disk C Local Disk Ga Local Disc D Local Disk See Programs Ps Local Disk G Local Disc 71 Local Disk Devices with Removable Storage Network Drives New Records This worksheet is used for temporarily storing Time Stamps while they are imported from the UB Key during the Get Clocking Data routine The New Records tab disappears from view whilst the data is imported If TIMY Soft cannot place Time Stamps into a Time Sheet they are saved in the New Records worksheet and the reasons are 1 Date non existent in Time Stamp File a date line for a Time Stamp does not exist in the employee Time Sheet Example TIMY Soft has an Employee registered with the Start Date 03 05 2013 but a Time Stamp exists for an earlier date Solution Delete the Employee using the Control Panel button Delete Employee Re register the Employee with New Employee ensuring that the Start Date is the same date as or earlier than the first Time Stamp listed in th
46. d day 24 hours is added to the value so that the sort routine and the formulae function correctly The other Time Stamps on the next day are shifted automatically to the left by one cell The result is 18m42005 20 05 04 03 7897 3 3 o 787 19 95 19 95 20 04 2005 04 02 4 03 4 03 The time in the second cell on the 18 04 is displayed by Excel as 04 03 but the actual value is 28 03 This can be verified this by using the cursor keys to navigate to this cell and checking the value displayed in the menu Enter Modify Time Stamp Enter Kev I NOTE If there is a need to manually enter a Time Stamp which was made on the next day remember to add 24 hours When Midnight X Over was selected on the date of 18 04 TIMY Soft made the correction shown above and simultaneously selected the next day To correct several days in a row simply click repeatedly on the Midnight X Over button In our example if we click on the button again 19 04 2005 is also corrected to give the following result iB D4mons omos 04 03 td 3 3 Po 7 87 28 19 04 2005 5 57 04 02 8 08 3 3 8 08 20 04 2005 0 07 E 0 07 TIMY Soft Application Software Page 23 of 54 Midnight Hours Automatic correction If there are employees who are regularly present at midnight it is possible to automate the Midnight X Over action Do this by entering a limit time in cell B6 on individual Time Sheets
47. daily total of 4 97 hours On the date 08 12 the length of the midday break is 1 hour and 4 minutes and a correction is not necessary The value in column T is now copied to column AR In this situation where a new daily total is calculated the user may not wish to display columns M T and AQ since these could lead to confusion Hide these columns by clicking on a column title with the RIGHT mouse button and uncheck the columns concerned If the Total for column AR Settings for unprotected columns x should be displayed at the z X bottom of the Time Sheet v Generate a Subtotal Far this calumn RIGHT mouse click on one of cese the cells containing the Transfer Balance to End of Period formula Use Ehe Formula and Format of Ehe active cell as default This opens the menu on the right Select Generate a Subtotal for this column If the formula will always be applied to this employee check the box Use the formula and format of the active cell as default Check the box Generate a Subtotal for this column to create a Subtotal for this column when the Time Sheet is saved on closing include the column title in the Summary report include the Subtotal in the Summary report Check the box Use the formula and format of the active cell as default if the formula is to be always applied to this employee This formula is then written into all new date lines when the TIMY Soft calendar is extended Future date lin
48. display of the PC A shortcut can be created to allow TIMY Soft to start from the Desktop display Open Windows Explorer or go via My Computer and click on the file TIMY Soft xls with the RI GHT mouse button Click on Send to Desktop create shortcut DO NOT MOVE the TIMY Soft xls file from the installation directory 3 During the start up of TI MY Soft Excel displays a macros warning message such as l Security Warning Macros have been disabled Enable Content Microsoft Excel 7 px CABKSTTimy Saft xls contains macros Macros may contain viruses It is always safe to disable macros but if the macros are legitimate vou might lose same Functionality Enable Macros More Info Reason This is a general Excel warning for any files containing programmable instructions such as those used in TIMY Soft Since the source of the TIMY Soft programme is legitimate click on Enable Macros If the Excel macro protection is set to high or very high Excel may not indicate a message at all depending on the version and will not activate the macros In this case TIMY Soft opens but NOTHING WORKS clicking on the buttons of the Control Panel has no effect and the following message remains displayed Family Name E S The macro protection must be disabled as discussed in the Installation section of this manual With the macro protection disabled NEVER open Excel files if the source is un
49. e New Records tab Disconnect the TIMY USB Key and select Get Clocking Data in the Control Panel The Time Stamps will now be imported from New Records 2 More than 10 Time Stamps an employee has Clocked in or Clocked out more than 10 times in one day Solution Modify the employee Time Sheet to reflect the last Time Stamp shown in this list in order to capture the complete work presence 3 Time Stamp already exists an identical time stamp measured to 1 second has already been saved in the Employee time sheet This is due to identical data being re imported possibly as a result of a BKS FILE TXT file from a remote site being used a second time or a copy of BKS FILE TXT existing in the Timy Soft directory Solution The time stamps are redundant and should be cleared by using the Delete all button at the top of the worksheet NOTE Ensure that any valid Time Stamps are imported by using Get Clocking Data as all records are deleted from New records with the Delete all function Delete the file BKS FILE TXT from the Timy Soft directory 4 Unknown Badge Number the ID Badge number for a Time Stamp cannot be found in the Employee List or the Employee is not registered in the Employee List or 0 zero may have been entered instead of letter O during data entry or 1 may have been entered as letter I during data entry TIMY Soft Application Software Page 34 of 54 Solutions a Mod
50. e appears TIMY Soft checks that cell I2 content is numeric If not cell I2 content is erased and Extend Calendars is cancelled If the content is numeric Extend Calendars proceeds and all Time Sheets have additional date lines written into the files Erase the value in cell I2 after performing the Planning Mode extension Note Cell I2 is easily selected using the keyboard cursor keys instead of the mouse Removing seconds from new Time Stamps The TIMY Time Recorder registers ID Badge time stamps in hours minutes and seconds The seconds do not appear in the employee Time Sheets for space reasons but when a time stamp is selected the Excel Formula Bar displays the full data including seconds This method assures precision but can be the cause of misunderstanding as any manual calculation for a given time period based on rounded hours and minutes may differ to the result calculated by the TIMY Soft application Seconds can be forced to display 00 whenever Time Stamps are imported from the USB Key by setting cell G2 in the Employee List to 00 without quotes It is NOT possible to reset any existing time stamps that were imported previously from the USB Key TI MY Soft worksheet descriptions The TIMY Soft workbook has six worksheets Employees Mew Records Z Clocking Errors f Summary Correction Codes Z Print Time Sheets 7 Employees Details of Family Name First Name Empl No must be unique for each person Badge
51. e start and extend the calenders appears Follow the instructions and then select the Control Panel button Get Clocking Data TIMY Soft Application Software Page 32 of 54 TIMY Soft now transfers the Clocking Data of each employee into the appropriate employee time sheet file A message displaying the progress is displayed for each employee Reading Time Stamps from File E4 OPERATION IN PROCESS DO WOT CLOSE THIS WINDOW BY CLICKING OM THE CROSS IM THE TITLE BAR Saving Details File For VALERNCE Lucas Depending on the number of employees and the number of Time Stamps to be transferred and the computer speed this operation can take between a few seconds to several minutes When the transfer from the USB Key is finished TIMY Soft automatically erases the contents of the Time Stamp file on the USB Key making it ready to use again If a second attempt to repeat the transfer operation of Time Stamp data is made where the USB Key file is now empty TIMY Soft displays Reading Time Stamps from File OPERATION IM PROCESS DO WOT CLOSE THIS WINDOW BY Cl Tk TRS rh THE Microsoft Excel E The Time Stamp File is empty If TIMY Soft does NOT find a Time Stamp file on the USB Key the following appears Reading Time Stamps from File OPERATION IM PROCESS DO MOT CLOSE THIS WINDOW BY Microsoft Excel Mo Time Stamp File Found USB Kev inserted Check that the USB Key is connecte
52. ed or deleted as required It is suggested that Codes are limited to 3 characters in order to fully display them in the Time Sheet columns TIMY Soft remembers the values previously entered in the menu Thus if several days require the same absence entry e g a week of paid holiday it is sufficient to press Enter Enter for each day The opportunity to copy the same settings to all employee Time Sheets is possible with this menu If this is not required close the menu with the X at the top right corner TI MY Soft Application Software Page 25 of 54 It s possible to also navigate within the Absence columns by using the Cursor Keys just like when handling the Time Stamp columns If two weeks of paid holiday need to be entered when Saturday of the first week is reached press twice on the keyboard Down Cursor key to position the cursor over Monday of the following week then continue with Enter Enter several more times This way it s possible to add 2 weeks of paid holidays in a few seconds TIMY Soft copies the cell values into the menu only when using the Cursor Up key When the Down Cursor key is used whatever values were last stored in the menu remains Thus it s possible to copy a value of an earlier cell and re use it in a lower cell To quickly cancel an already entered value go up to the first line where the cells are empty then descend again to the cell to be cancelled and press Enter Enter It is po
53. eet descriptions 11 U USB Key Formatting css sss ese ee e e e e eee 36 37 USB Key Importing Time Stamps 32 34 USING TIMY S Ol ooo ri epp rpnite iE SENE NENE NENEN RENESA 7 W Worksheet descriptions TIMY Soft 11 TL T Data Time Attendance Systems T Data Limited Tel 44 0118 979 5070 Fax 44 0709 231 2381 e mail sales t data co uk www t data co uk Page 54 of 54
54. eet is closed correctly with these methods TIMY Soft saves any changes automatically without any further action and the user is returned to the Employee List main menu Never click on the diskette icon ll to save information TIMY Soft saves files automatically and in the correct format when they are closed Search for Errors To quickly identify any errors such as omitted Time Stamps or days with Absent without Reason TIMY Soft can search all errors for all employees for any time period selected in the Control Panel Active Period First ensure that the correct date range is selected then click on the Control Panel button Search Errors The Find Errors menu opens Find Errors v Odd number of Time Stamps v Absent without Reason Ind Saturdays Incl Sundays Daily Presence lt B D Hours Odd number of Time Stamps When checked the search includes days when employees Clocked in but did not Clock out or vice versa Excel cannot calculate a daily total for days with incomplete Time Stamp pairs and so it is necessary to manually add a Time Stamp in such circumstances Absent without Reason When checked TIMY Soft includes all days for which there were no Time Stamps at all and no Absence or Correction entered By default TIMY Soft tests only the normal working days of the week If employees work on weekends include Saturdays and Sundays in the search TIMY Soft Application Software Page 27 of 54
55. er setting to an existing earlier group of dates in the Time Sheet use the boxes Apply from and Through The dates entered here must exist in Time Sheet displayed If are not displayed change the Active Period in the TIMY Control Panel to allow the calendar period to be shown Straddling Midnight Work schedules which straddle midnight pose particular problems for all time management programmes because the Clock out Time Stamp is occurs on a day later than the related Clock in Time Stamp There are two ways to manage this sort of situation with TIMY Soft If the case arises only occasionally a manual correction can be made with a couple of mouse clicks TIMY Soft Application Software Page 22 of 54 Midnight Hours Manual correction In the example below the employee began work at 20 05 on 18 04 2005 and finished at 04 03 on 19 04 2005 In the evening of 19 04 2005 the employee began again at 19 57 and finished at 04 02 on 20 04 2005 27 18m4r2008 20 05 anoal 20 08 28 19 04 2005 04 03 19 57 15 90 l 15 90 29 20 04 2005 04 02 4 03 4 03 Click on any Time Stamp cell of the 18 04 with the RIGHT mouse button to call up the Add or Modify Time Stamps menu and click on the Midnight X Over button Transfer the first Time Stamp of the next day to this day Midnight Over This causes the first Time Stamp of the next day 04 03 on 19 04 2005 to be transferred to the selecte
56. es in this Time Sheet will automatically include this new formula This operation has no effect on other employees Time Sheets If the same formula has to be applied to other employees copy the formula into each employee Time Sheet TIP As only ONE Time Sheet can be opened at a time it is not possible to simply Copy gt Paste a cell from one Time Sheet to another when a Time Sheet is closed Excel does not remember the last cell copied To copy a formula from one Time Sheet to another select the entire text of the formula in the Formula Bar at the top of the screen and then perform a Copy Now press the Esc key to cancel the selection otherwise the file cannot be closed Close the Time Sheet open another one and perform a Paste in the same cell same column and same line From here it is possible to Copy gt Paste into the new Time Sheet This formula can be extended to deduct a contractual break if the employee did not clock the midday break at all Note that there are only two clocking events during the day and that the Start 1 Time Stamp is for example before 10 00 and the End 1 Time Stamp is after 15 00 TIMY Soft Application Software Page 42 of 54 The necessary conditions here would be for the cell in C to be greater than O but less than 10 24 and for the cell in D to be greater than 15 24 and for the cell in E to be 0 i e only TWO Time Stamps the first before 10 00 and the second after 15 00 It is
57. fficel4 Library Excel 2010 default location Add ins External Content TES Policy Locations File Black Settings Privacy Options Path P Pragram Files Microsoft Office 2010 Templates Description Excel 2010 default location Application Templates Date Modified Sub Folders Allowed C Allow Trusted Locations on my network not recommended Disable all Trusted Lacations Otherwise select Browse to search for the installation directory When found select OK Select OK again to return to the Excel main screen TIMY Soft Application Software Page 3 of 54 Installing TI MY Soft Files Connect the USB Key to the PC and run Excel With Excel open click on File gt Open then click on the menu list Look in gt My Computer Under recent versions of Windows the Volume Name BKS is displayed next to the disk icon The drive description will display the disk letter e g BKS F Open ES Look in G He H X OE 7 Total Size Free 5 daa S Local Disk C s Disk 37 0 GB 15 My Recent a Local Disc Ds Lacal Disk 43 9 GB 36 Documents 1 DvD RAM Drive E CD Drive w BES Fi Removable Disk s File name 9 Open All Microsoft Office Excel Files xI xls T E hrn iul My Network Places Files of type In Windows 98 the USB Key is identified by the label Removable Disk F Select BKS or Removable Disk then the file named Install xls and select
58. gt 4 24 D133 lt 22 24 0 IF OR D133 lt 4 24 D133 gt 22 24 D133 04 00 IF OR C133 lt 4 24 C133 gt 22 24 C133 22 00 IF AND E133 gt 4 24 E133 lt 22 24 F133 gt 4 24 F133 lt 22 24 0 IF OR F133 lt 4 24 F133 gt 22 24 F133 04 00 IF OR E133 lt 4 24 E133 gt 22 24 E133 22 00 24 The cell must be formatted as a number in order to have time in tenths and hundredths Enter the formula in one of the cells of the free column by replacing 133 with the line number where the formula are placed Copy gt Paste the formula down to other cells in the same column If a Subtotal is required and is to be displayed in the Summary report open the Settings for unprotected columns form by clicking with the RIGHT mouse button on the cell where the formula is entered and follow the procedure on page 41 of this manual It are necessary to create the same formula for each employee Time Sheet for which Night Work hours have to be calculated TI P Since only ONE Time Sheet can be opened at a time it is not possible to simply Copy Paste a cell from one Time Sheet to another When a Time Sheet is closed Excel does not remember the last cell copied To copy a formula from one Time Sheet to another select the entire text of the formula in the Formula Bar at the top of the screen and then perform a Copy Now press the Esc key to cancel the selection otherwise the file cannot be closed Close the Time Sheet open another one and perfo
59. her or not En run potentially unsafe macros Low not recommended You are not protected from potentially unsafe macros Use this setting only if you have virus scanning software installed or you have checked the safety of all documents vnu Open ca In Excel 2007 select the Office button ey and in Excel 2010 or Excel 2013 select the File tab MEE Select Excel Options or Options in Excel 2010 2013 and then choose Trust Center In the right hand frame select Trust Center Settings and then ActiveX Settings Select Prompt me before enabling all controls with minimal restrictions and Safe Mode Trust Center Trusted Publishers ActiveX Settings for all Office Applications Trusted Locations O Disable all controls without notification Trusted Documents Q Prompt me before enabling Unsafe for Initialization UFD controls with additional restrictions and Safe for Nd Initialization SFI controls with minimal restrictions ins 5 Prompt me befare enabling all controls with minimal restrictions Q Enable all controls without restrictions and without prompting nat recommended potentially dangerous controls can runj Macro Settings Protected View Safe mode helps limit the control s access to your computer Message Bar External Content File Block Settings Privacy Options TIMY Soft Application Software Page 2 of 54 In the left frame select Macro Settings and in the right frame select Enable
60. ifference between the actual Time Stamp duration of the midday break and 1 hour expressed as 1 E13 D13 24 This correction is deducted from column T When the formula is entered in one cell Copy gt Paste it into the other cells of the column Excel automatically adjusts the line numbers when Copy gt Paste is used for formulae An example of the result is P 8 E Le PN oO eee e r 4 5 Time Card for CLEMENTS Mary B C z C CC tr T a a lap Ear L El El S S i force a 29e BE S RR Em oz mote lai 2i3 i8 8 8 l928 2 T 8 0342 2003 13 02 16 45 3 72 3 72 9 B4n2 2003 07 45 12 01 2 7 3 3 4 27 4 27 410 n5512 2003 ng o2 12 03 12 48 14 00 E 8 7 3 g 520 497 B L 06M 2 2003 p S a g g ooo 0 00 412 orn 22003 7 d 3 a o oo 0 00 13 08 12 2003 D amp 02 41 45 12 49 46 00 0 B D x m amp S80 6 90 14 nan arno3 ng 02 12 03 12 48 16 28 02 2 53 amp 7 68 745 15 10 12 2003 08 00 12 03 12 49 15 28 m b a P 772 748 46 11527003 ng 02 12 03 12 48 16 28 1 p 353 m 7 68 745 AT 1252 2003 0802 12 03 12 48 16 29 a fF Dr 4 768 745 The formula is in column AR On the dates 03 12 and 04 12 the duration matches the Net Hours value because there is no midday break on these days TIMY Soft Application Software Page 41 of 54 On 05 12 the length of the midday break is 12 49 12 03 46 minutes or 0 77 hours and the calculation needs to deduct 0 23 hour from column T to make a corrected
61. ify the employee ID Badge number or b Register the missing employee or c Close and re open TIMY Soft and select Yes to Extend calendars With each new selection of Get Clocking Data TIMY Soft attempts to load Time Stamps that are saved in the New Records worksheet SPECIAL NOTE If the New Records worksheet has a large number of errors the TIMY Soft xls application file grows and the operation speed can be impaired particularly when importing Time Stamps from the USB Key The New Records worksheet must be periodically checked and the errors removed using the Delete All button on the New Records worksheet All records in the worksheet are deleted with this function Back Up of Data During the transfer of Time Stamps from the USB Key to the computer TIMY Soft also performs an automatic copy of the clocking data into a file in the directory in which TIMY Soft is installed These files are named histo yymm txt where yymm refers to the year and the month of the transfer from the USB Key to the PC NOTE This does not necessarily mean the month that the Time Stamps were made it means the date of the transfer action If Time Stamps of September 2012 are transferred on 01 October 2012 they are saved in the file histo 1210 txt and not in the file histo 1209 txt The histo yymm txt files offer an added level of data security and permits the rebuild of the Time Stamp data if a major catastrophe were to occur with
62. isplayed in column AQ Total Week 6 At the bottom of the worksheet TIMY Soft calculates the totals for Hours Clocked and Net Hours for the Active Period selected as well as the sums for any Absences occurring in the same Active Period Modifying Time Sheets NOTE Time Sheet data cannot be directly modified on the Excel worksheet but it can be modified in several ways described below Time Stamps Manual Entry It is likely that an employee occasionally forgets to Clock in or Clock out especially in the early days of using the TIMY System Correction is very simple Open the employee s Time Sheet and with the RIGHT mouse button select the first blank cell of the day concerned e g to the right of 13 45 in the example TIMY Soft Application Software Page 17 of 54 The Add or Modify Time Stamps menu opens g D m S sce d c i pS m ic c 5 e amp Add or Modify Time Stamps a 6s e amp amp Date t H H H t Click here to shift the Time Stamps Transfer the first Time Stamp 0102201 2 0812 12 55 13 45 to the RIGHT of the next day to this day 0202201 210p 30 12 31 173 20 16 02 3 02 21 2 08 5711457 Shift gt gt Midnight x Over 0327201 2 i e Click here to shift the Time St Click h DT RD ick here to shift the Time Stamps ick here D602 201 207 55 1z2 05 1z 57 15 42 ta the LEFT Feier OF 02201 2 08 0 3 j 12 02 12 55 j 16 55 Truncation DB 2 20
63. ive Period any Time Sheet is printed individually by calling up each one with Show Time Sheet and using the standard Excel printing function to print part or all of the Time Sheet However this is time consuming if there are more than a few employees to be viewed The fastest and most convenient way is to use the built in Print Time Sheet function described on the next page TIMY Soft Application Software Page 28 of 54 Click on the worksheet tab Print Time Sheets and then click in any cell on the sheet with the RIGHT mouse button to call up the Select Employees Menu Select Employees S lt Select Employees 0 mM EJ BRIDGES Peter James CLEMENTS Mary GRANGE Alice MARTINS Sandra MORRIS Sophia PARKES Alan Michael PLEASAMCE Agnes REEVES Peter SMITH John VALEMCE Lucas Selection list Employees selected Page break after each Emplovee Check Time Stamps only Close Gal Export In the Selection list panel highlight the employees for which Time Sheets need to be printed and then click on the gt button to transfer them to the Employees selected panel on the right All employees can be transferred to the right hand panel by using gt gt gt To transfer multiple random employees hold down the Ctrl key on the computer keyboard while selecting on the required names with the mouse To select a consecutive list of names click on the first name hold the Shift key and select the last name To cancel
64. known Macros in MS Office documents may contain viruses that could damage the computer system If in doubt about a particular file temporarily set the protection to Medium then open the file If it contains macros there is a warning and it is possible to decide NOT to enable the macros IMPORTANT TIMY Soft cannot function if the Excel macros are disabled TIMY Soft Application Software Page 50 of 54 4 Time Stamps imported from the USB Key appear twice or more and are displayed in the New Records worksheet Probable reason The Anti Virus software is set up to prevent the TIMY Soft macros from erasing the contents of the Time Stamp File on the USB Key after they have been imported into the Time Sheets This issue has been observed with the some Anti Virus Programmes notably Kaspersky The user must modify the settings of the Anti Virus Software to allow the creation of new text files writing into text files erasing the contents of text files 5 TIMY Soft operations appear to take a long time Probable reason This can also be due to the Anti Virus software and it has been observed with Norton Anti Virus software from Symantec If this Anti Virus software is operational disable the Office Plug in Secondary Reason The New Records worksheet has accumulated a large amount of redundant errors such as Date non existent in Time Stamp File More than 10 Time Stamps Time Stamp already exists or Unknown Badge
65. licking on the upper most X in the top right hand corner while TIMY Soft Time Sheet workbooks are still open 7 Do not leave the USB Key inserted in the PC permanently As soon as Time Stamp data is imported transferred remove the Key and keep it in a secure place 8 Before starting TIMY Soft the first time on the PC or on a new PC after transferring the files Do deactivate the Excel macro protection Check the Time and Date formats set in the Windows Configuration Panel The Date MUST be set to dd mm yyyy format 9 If the TIMY Soft application are started from the Desktop display of the PC Do create a shortcut by clicking on the file TIMY Soft xls with the RIGHT mouse button and clicking on Send To Desktop create shortcut Do NOT move the TIMY Soft xls file to the Desktop display 10 Do deactivate any protection mechanisms associated with MS Office if the PC is protected with Anti Virus software They may reduce performance and they may also prevent TIMY Soft from functioning correctly 11 Do not try to print the Employee List directly There is a bug in Excel 2000 and Excel 2002 which may cause the TIMY Control Panel to be moved and some of the buttons to be hidden if an attempt is made to print the Employee List with these two versions of Excel Instead Copy the range of cells of interest and Paste them into a new File then print the data from the new file In the event that this problem occurs please c
66. ll the formulas with their numerical values from the installation date up to and including 31 12 2011 There is no apparent difference in the time sheets when using Show Time Sheet but there are significant differences within the structure of the cells On a time sheet file that has not been compacted a cell in column M Hours Clocked displays something like SUM C14 D14 24 F14 E14 24 H14 G14 24 J14 I14 24 L14 K14 24 in the Excel Formula Bar The value displayed in the cell might be 7 20 for example TIMY Soft Application Software Page 31 of 54 When this time sheet file is compacted the value 7 20 is displayed in the Excel Formula Bar instead of the formula The numerical value uses less characters than the formula hence the benefit in performing the Replace all formulae operation NOTE Changes cannot be made to any data that is compacted When using free columns in timesheets columns AR BK with the functions of the optional Forms software module compaction can have a second use Many of these functions use the cells in rows 5 and 6 for setting parameters If it is desired to change the settings from a certain date it is not possible because all history prior to that date is also changed as settings in lines 5 and 6 apply to the entire column This situation is particularly difficult when setting up counters such as cumulative daily or weekly differences With this new compaction feature the entire
67. lue is larger than 40 the calculation is performed If not then the value of the cell becomes cell remains blank Calculation IF the Total Week value is larger than 40 the value of the cell is the Total Week minus 40 minus any calculated hours with 25 overtime rate and minus any calculated hours with 50 overtime rate If not then the value of the cell becomes cell remains blank The three cells must be copied down into the other cells of their respective columns and we get Subtotals and the formula by default Example of the result B j jCjJD M N OJPJ GJ R S T AG AR AS AT 5 Time Sheet for BRIDGES Peter James 5 i ef e L Y L A w C u Eo le rt mc rcl c S 2 t Ri e t s s Nu tte 3 5 23 351 Z2 E Z Z z 21 14 1 2005 07 33 1843 1147 1147 22 15n12005 z25 17 54 10 48 00 1 jo 10 48 23 16 1 2005 n7 23 1 amp 04 10 68 MENEEE NE 10 568 24 17n12005 z43 1815 10 53 1 1 ij d 10 53 25 18 1m005 n0z17 1 amp 07 1083 3 10 83 2B 181 2005 0 00 j 1 P 0j j 0 00 27 20442005 3 0 00 3 3 o oo s3z0 4 00 4 001 570 42 TOTALS 53 70 Baa NEN 53 70 If the Subtotals are requested Column Labels also appear in the Summary report when the Control Panel Show Summary is selected Calculation 3 Night Work In some cases there be a requirement to measure any work time within a certain timeframe typically at night because it is often subject to a
68. ly to the selected date If this rule should be applied to several days for example the entire week of the 11 04 2004 to the 15 04 2005 replace the dates in these two boxes by the desired dates and then validate by clicking on Go If this rule should be applied automatically to all future days not yet created in the Time Sheet check the box Use these values as default In our example we wish to assign this rule to the complete week of the 11 04 and not use it by default After validation the entries and the durations appear as follows ee 11 04 2005 07 58 7 87 A 7 63 12 04 2005 08 03 7 98 EE NENNEN 757 13 04 2005 07 57 755 Poo d 3 7 50 14 04 2005 D 8 05 ee a ON 772 15 04 2005 07 52 7 92 Sate 758 Those Time Stamps for which TIMY Soft applied Time Models are colour coded to highlight the fact that the duration is no longer calculated based on the employee clocked hours For the start time of 07 58 on the 11 04 TIMY Soft used the new time of 08 00 for the calculation of work duration The same applies for the last Time Stamp on 11 04 Instead of 16 42 TIMY Soft counted the time only up to 16 30 The Net Hours counted are therefore 7 63 compared to the 7 87 originally Clocked Hours As the first clock in Start 1 on the 12 04 was actually after the Time Model setting TIMY Soft used the original Time Stamp Similarly at the end of the day of 13 04 the employee departed early than 16 30 and the act
69. mail it to the location where the TIMY Soft Time Reporting Application is operated IMPORTANT After this operation the contents of the file BKS FILE TXT on the remote site USB Key must be erased If the file is not erased the same data are re transmitted at the next time reporting period Double click on BKS FILE TXT located on the USB Key Windows opens the file with MS Notepad Click on Edit gt Select All then press the PC Delete Key or click on Edit Delete Now SAVE the empty file but do NOT use Save aS DO NOT DELETE THE FILE ON THE USB KEY OR REPLACE IT BY AN EMPTY FILE The TIMY Terminal would subsequently not be able to transfer Time Stamps to the USB Key and will display Er65 when attempting to transfer Time Stamps On the computer running the TIMY Soft Application copy the BKS FILE TXT file from the remote site into the directory containing the TIMY Soft files There may already be a blank file with the same name in which case over write the blank file TIMY Soft Application Software Page 38 of 54 Ensure that there is no USB Key inserted in the PC and in the TIMY Soft Control Panel select Get Clocking Data TIMY Soft will not detect a USB Key and it will search the local directory for a BKS FILE TXT file If one exists in this directory and it contains Time Stamps TIMY Soft will import the file data as if it were from a USB Key If this Remote Data capability is used it is very important to
70. mary For help in the preparation of payroll slips TIMY Soft can create a Summary report comprising of one line for each employee showing the number of Time Clocked hours the number of Time Calculated hours including compensated Absences as well as totals for all Absence Reasons Summary Period 2 01042012 1502 2012 E z E E m x D E EO E w 3 Family Mame First Namefs LU EO Fo WAC AIC UNP HOL 4 BRIDGES Peter James 1003 79 88 8513 3 5 25 3 5 CLEMENTS Mary 1003 53 08 99 05 15 00 b GRANGE Alice 1010 89 19 89 19 3 E MARTINS candra 1005 91 20 91 20 T 8 MORRIS Sophia 1007 8976 9775 8 001 9 PARKES Alan Michael 1002 110 2 110 12 10 PLEASANCE Agnes 1001 30 32 90 32 11 REEVES Peter 1004 100128 10128 8 00 12 SMITH John 1006 90 99 90 99 13 WALENCE Lucas 1006 95 61 95 61 i 14 TOTALS 924 42 95457 16 00 6 25 8 00 8 00 Export Summary report After a Summary report is created right click again any cell on line 3 e g Family Name Select Yes in the next message and a new Excel file is created as Book 2 or Book 3 etc Microsoft Excel 3 This Function copies Ehe entire sheet and pastes it into a new Excel workbook which vau can name and save outside the Timy Application Yes Mo Use the Excel Save As function to rename the file appropriately Return to TIMY Soft by clicking on the Timy Soft tab in the Windows Toolbar TIMY Soft Application S
71. n 1 hour is deducted If employees are absent for MORE THAN 1 hour the system deducts the actual duration The formula used assumes that employees clock their lunch break departures and arrivals If employees Clock out at 12 07 and Clocks in at 12 58 the actual duration of the break is 51 minutes or 0 85 hour The time deduction is 1 00 hour If employees Clock out at 13 35 and Clock in at 14 15 the actual duration of the break is 40 minutes or 0 67 hour The time deduction is 1 00 hour If employees Clock out at 12 07 and Clock in at 13 10 the actual duration of the break is 1hour and 3 minutes or 1 05 hours The time deduction is 1 05 hour The column Net Hours cannot be modified because it is related to complex formulas elsewhere in the system and is therefore protected Use one of the available unlocked columns to the right of Total Week column AR AS etc for a new Total It is necessary to format the cells of this column like a Number with 2 decimals see above to copy the format of one cell in Column T The Excel formula in this calculation uses the functions I F and AND If the user is not familiar with these functions consult the Excel online help and the following discussion will then be easier to understand Internally Excel represents time in hours as a fraction of a day so if a Time Stamp appears as 12 00 noon the actual underlying numeric value is 12 24 0 5 Similarly 08 00 is actually 8 24 0
72. n some situations there may be a requirement to impose time models but limit the maximum time paid per day for example 7 hours and 30 minutes In this case do not enter anything in the time boxes but enter the duration in the box Max time day in hours and decimals e g 7 5 to which paid time should be limited Definitions of Time Models For START times start counting FROM the Following times Start 1 Start 2 Start 3 Stark 4 Start 5 Max timefday Applv From fad 04 04 2005 Through For STOP times count UP TO the 08 04 2005 Following times Stop 1 Stop 2 Stop 3 Stop 4 Stop 5 L 8 B B B ee Use these values as default r Go Close If necessary this type of limitation can be set by default However if the capping limit is not to be applied for a given day or a different value should apply it is easy to call up the Time Models screen and remove or modify the value for the day concerned To show that a capping limit is set the cell Net Hours column T for the day affected is coloured coded 13 04042005 08 02 14 45 1249 1600 6 90 D5 m4 2005 n amp n2 1203 12 49 16 28 7 68 Spa 2005 08 00 1203 1249 1629 7 72 z O4 2005 0 amp 02 12 03 12 49 16 28 7 68 17 osm4o005 nan2 12 03 12 49 158 29 7 68 NOTE When applying a parameter setting by default it is applied to all future days It cannot apply to past days already created in the calendars To apply a paramet
73. naged by TIMY Soft All Time Stamps imported from the USB Key are placed in chronological order in the Time Sheet in cells Start 1 to Stop 5 columns C to L The Time Stamps for any given day are re sorted every time a new Time Stamp is added This feature ensures that in larger applications with several Terminals and several USB Keys with employees clocking in and out at different terminals the Time Stamps are still sorted correctly in chronological order even if a Start time is imported after a related Stop time 3 Hours Clocked in column M calculates the total number of hours recorded in a the day based on the Time Stamps made by the employee when Clocking without taking account of any underlying time models Hours Clocked is the sum of the times between each pair of Start Stop times i e Stop 1 Start 1 Stop 2 Start 2 Stop 3 Start 3 etc 4 Absence and Duration are manually recorded in columns N to Q the hours of which are added or deducted from the Hours Clocked full details are discussed on page 23 The values of columns O and Q Absence Durations are added to or deducted from Hours Clocked with the result showing in Net Hours column T Duration in column S does not deduct or add time because any Correction in column R is used to record unpaid time off and does not have any effect on the Net Hours 5 Every Sunday the sum of the preceding 7 days including Sunday is automatically d
74. nly three files are copied onto the computer The installation programme starts TIMY Soft immediately The installation is now complete If TIMY Soft is not required at this time close the file To open it later start Excel and open the file TIMY Soft xls located in the Directory in which it was created default is C BKS Remove the USB Key from the PC and secure it in a safe place It is required every time data is downloaded from the TIMY Time Reporting Terminal The TI MY USB Key must not be used for any other purpose I MPORTANT Avoid moving TI MY Soft files to another directory after installation TIMY Soft Application Software Page 5 of 54 The directory in which the original installation was made can be renamed but NEVER rename any of the files Renaming files causes TIMY Soft to become inoperative TIMY Soft cannot function with shared users on a network but can be installed on a network server for single user access single user access is a function of Excel When using TIMY Soft never save files manually TIMY Soft automatically saves any changes or data modifications during the closing of the application files Never attempt to Save as with another filename All files must keep the original name PC Desktop shortcut If a TIMY Soft shortcut is required on the PC Desktop display use Windows Explorer via the My Computer Desktop icon Open the directory where the files were installed select the file TIMY S
75. oft xls with the RIGHT mouse button and then click on Send To gt Desktop create shortcut Do NOT select the file TIMY Soft_Code xls This is a password protected application file Open BKB Text Document histo _0507 t Mew Lp KB Text Document S amp Point D1 xls print 111KB Microsoft Excel Wi PE Point niox scan mith AYG Free 111KB Microsoft Excel Wi S6 Point_012 x1 open with 172 KB Microsoft Excel Wi amp Point 02 xls py winzip 111KB Microsoft Excel Wi Spont D3 xls 111 KR Microsoft Fcel thi E Point D4 xle EBEN d 314 Floppy A E Cut B Desktop create shortcut Point 06 xls um amp Point D7 xls 24 Mail Recipien i amp Point Dg xls Create Shortcut A MUSICMATCH Burner Plus amp amp Point 09 xls Delete My Documents i amp Point 98 xls i Defragment 3 skype 20 Point Modek Rename BE Timy Saft dc Properties 558 KB Microsoft Ward Dr x3 Timv SafE xls 431 KB Microsoft Excel Ww A new Excel icon called TIMY Soft xls is created on the PC Desktop display If a back up copy of the basic TIMY Soft files is required immediately after installation is completed copy the contents of the directory where the application files were installed default is C BKS and store them in a safe place The user is reminded that the USB Key installation files are deleted by the Time Reporting Terminal when the USB Key is connected for the first time TIMY Soft Application Software P
76. oftware Page 30 of 54 Compact or Delete Old Data From time to time it is useful to delete older data if the Time Stamp history is not required to be kept electronically beyond a minimum legal period Select the Compact Delete function on the Control Panel Delete Employee Get Clocking Data Compact Delete allows two different functions shown below Compact Time Sheets delete old data Replace all Formulae with their values Far the entire period before the date indicated below reduces File sizes substantially without deleting Ehe dataj DELETE all data older than the date below reduces File sizes by definitely deleting old data Apply For Ehe period before this date Gal Replace all formulae is selected by default This removes all formulae in all the Time Sheets and replaces them by their calculated values Delete all data older than the date below removes historical data This totally deletes all time stamps data and any related calculations prior to the date entered Replace all formulae If TIMY Soft was implemented in 2009 there are several years of history and each time Sheet is probably over 1 0Mb The user could reduce the file size by deleting calendar dates but does not know if there will be future reasons to consult this older information Using the Replace function for example by entering 01 01 2012 as the stop date and click Go reduces file sizes The system replaces a
77. ontact us and we will reset the Control Panel to its correct location TIMY Soft Application Software Page 52 of 54 Frequently Asked Questions 1 The USB Key data was imported into TIMY Soft but a message states Some of the time Stamps could not be imported into the Details Files Consult the New Records worksheet to resolve the errors See page 34 2 The Time Sheets do not display the most recently imported Time Stamps Verify that the Control Panel Active Period dates are set for the correct date period to be displayed If the dates are set correctly consult New Records to resolve the errors 3 An employee Time Sheet does not contain recently imported time stamps Check the New Records worksheet If there are Time Stamps with comments such as Unknown Badge Number check all badge numbers are registered to an employee Consult the New Records worksheet to resolve the errors listed 4 TIMY Soft runs very slowly especially when importing Time Stamps from the USB Key Click on New Records worksheet tab There may be many lines of error messages listed Check the data for validity then use the Delete all button at the top right of the worksheet if it is to be cleared 5 When the USB Key is connected to the TIMY Time reporting Terminal and the red button is pressed the messages Copy End and Er65 are seen The USB Key format is corrupt possibly by saving non TIMY files on the key The USB Key must be re fo
78. ration To leave the menu click on Close The Employee List is automatically sorted by family name when the Creating new Employee menu is closed An example of the data entry for a new employee is shown below Creating new Employee Family Mame BRIDGES First Names Peter James Empl Ma 1003 Badge Mo 4F13 Start Date o1 o1 2o12 TIMY Soft Application Software Page 14 of 54 TIP If TIMY Soft is managing a large number of employees it is possible to have the Employee List sorted by work department The Employee List can be sorted by preceding the Family Name with a code to signify the department For instance ADM JONES if Jones works in the Administrative department and PRD SMITH if Smith works in Production TIMY Soft sorts on the complete content of the Family Name field so all the employees with ADM appears before those with PRD Within each department group employees are sorted by Family Name Use Modify Employee to add the code in front of the Family Name Modify Employee Select an employee from the list of names in the Employees List main menu and click on the Control Panel button Modify Employee The menu opens to allow changes in the Family Name First Name Empl No and Badge No Modify Employee Data Family Mame BRIDGES First Flames Peter James 0 Empl Ma 10030 Badge Ma 4F13 Close Gol Delete Employee To delete an employee entirely on the Employee List
79. rm a Paste in the same cell same column and same line From here it s possible to Copy Paste into the new Time Sheet Time format in Hours and Minutes If time calculations have to be displayed in the format hh mm instead of fractional hours proceed as follows This example duplicates column T Net Hours into the free column AV and change the format to Hours and Minutes instead of fractional hours as displayed in column T With an employee Time Sheet file open also open a Teme new Excel file In the new file set the Format of the im i A h mm active cell to h mm h mm ss n 2E E xz F M E OHO anon This setting is available under Format Cells e bO F ut E RRC Fou c Under the Number tab click on the Custom option d a4HEDLDOF 4 000 F in the list Under Type select h mm ss and i 0 00 F 0 00 F 4 erase the ss Do not use the standard Time 7 S format as time values greater than 24 hours cannot be displayed with this format Cc I TIMY Soft Application Software Page 46 of 54 Copy gt Paste the cell with this format into the Time Sheet column as explained previously Assume that we are at the beginning of the Time Sheet in line 8 type the formula T8 24 in the cell and press Enter on the computer keyboard The numbers in column T represent HOURS As time is represented in Excel as a fraction of a day we divided by 24 Pla
80. rmatted in order to clear this error See pages 36 38 6 The TIMY Time Recorder unit displays bAtt when attempting to download time stamps data to the USB Key Replace the batteries Refer to the TIMY Time Reporting Terminal manual page 5 TIMY Soft Application Software Page 53 of 54 INDEX A About the Time format ess ees e e x x e ee e e ee eren 27 About the USB Key esse 36 Absence and Corrections Management 24 Active Period orsi eee eee 16 Advanced calculations css eee e eee e eee 40 46 Anti Virus programs c vrar xr YU S YX aa ala aka KUS ata iac 51 AUC Tat seeosecetenepeconen Pn Rad Ones don NS D 19 B Sele H ooserestosidadidddiberstirs tend tip tipetiddd 6 35 51 Badge number eene 11 13 34 Break with minimum deduction 40 C Calculations Customer Specific 39 46 Calendars Delete eee 32 Calendars ExLCenadallidl isoozeseve sere sdunas en oou mim dd onus 10 Capping TINE snstadicacreedtesttesdieenieneiencemmenenanaiiias 22 ia iG CTIE u ddp 52 Clocking Errors eee e 11 28 closing a Ri L Lasuseeonsvasess dessus vud Ed ra ava 27 Column widths set eeeerrnnnnnn 13 40 Columns hiding showing esee 26 Compact or Delete Old Data eese 31 Control Panel eee 11 13 15 16 Correction COdES iiicessuexierx i n RR COR GGG GGG ORC 12
81. roraa MewEmployee Search Errors Modify Employee Show Time Sheet Delete Employee Show Summary Get Clocking Data Compact Delete db 7 db 7 db dh ee wh oe b GO ail Gd Or Be Terl Taled LAL a LOLA LA L la TIMY Soft Application Software Page 7 of 54 Excel 2007 2010 2013 Applications Microsoft made a complete break with all previous versions of Office This not only affects Excel but also Word PowerPoint Access etc In previous Excel versions files had the extension xls but with Excel 2007 2010 amp 2013 the extension becomes xlsx for a file without macros and xlsm for a file with macros TIMY Soft now recognises the installed Excel version J kK p and displays this information in cell K1 of the Employee List worksheet with the file format displayed in cell P1 Excel 2010 xls English Version 1 55 When opening TIMY Soft the application la Tao six checks the Excel version and if files are in the xls format AND TIMY Soft is d You are using Excel 200 or a more recent version running under Excel 2007 2010 or 2013 P pides eT quae ento esI Ls Yes Mo a message offering to convert files to the xlsm format will be displayed IMPORTANT Before converting a backup copy of the entire TIMY Soft directory should be made in the event that a problem occurs with the PC whilst converting Close TIMY Soft before creating a backup copy of the files If TIMY Soft
82. s from new Time Stamps s sss sss ss s es s es s s s e s s e s s s s s e s s e s s e s 11 TI MY Soft Worksheet DeSCIiptiOns ccccsssccceeeccccccessscenneeeseeeeeeeeeeeeeeeseeeenauaeeeeeenes 11 Employee Registration sssrinin a a SRP RR MMN EM RENTEN MN ME 12 Modify EmpIOVOO 2 92355493 983838 93 839 8ARRAR asta ose aciaance area eswed ansesudaasseasec aaa 15 Delete Employee RR E ubl A S RON R HER FI MEE NEM AER d R Ra NEE R RR R NS 15 Displaying Time SNECtS H T 16 lume Sheet Contents HT 17 Modifying Time Sheets ar rer nr Trier nor rie vrre rro rdvrdv ris 17 Audit Trail after Modifying Time Sheets eeeeeeeeeeerererrr 19 Time CaDDIBO axiexsskxkce uai es MEA GERARD KTWWO CU NR ERI cO OR cR ERR CER EROR RR Er CA H EERA R 22 Straddling MidNIgNt iiec eode o puru uxo kuEa u a RE RERERARE NR REA SE EE dE EE 22 Absence and Corrections Management e ess ses ses nennen 24 Correction COG SS iei ooi iiem et oua dia Reus ds Une EVER usui M URERCEU DUE EE WERE RENS RNNEME QUE EE EEEU RUE NS 25 PIGING E es y c 0 0 0X X 4 26 ADout THE Time TOI IgE siaeuessocsessasakuEuASu duESA Ea xEuEEEEURRNaSE E PrE M ERI ERSEER E ESAE UNUM SERE 27 Closing da Time She68t iocos ausu a Eua ua cu occa uacua Ru cREEER RENE MEXRE EE KERERSEE ENSURE EREESEIEEERE E EM 27 Search TOM ETOS RS Ea cca seid R e RER ANR ciate cai ME DETIEN
83. splays the following message Microsoft Excel The calenders have NOT been extended up until today Extend calendars now 7 Yes Ma Why is the Extend Calendars message displayed To be able to store Time Stamps clocking data from the USB Key the employee Time Sheets must be re initialised by writing one new line for every subsequent day since the last time Extend Calendars was performed up to and including the current date of the computer For example if TIMY Soft is opened on Monday 20 02 2012 and Yes is selected on the message above the application automatically extends the TIMY Soft calendars from the last date in every Time Sheet up to and including 20 02 2012 If the application is next opened on Monday 27 02 2012 and Yes is selected on the Extend Calendars message TIMY Soft adds lines for the dates of 21 02 2012 to 27 02 2012 into every Time Sheet It is therefore imperative that the computer date is correct The Extend Calendars function is optional because the process can take some time under some circumstances For example if there are 300 registered employees and the calendars are to be extended by 30 days the process may take several minutes If the user only wants to review previously added Time Sheet data e g during dates between payroll calculations skip this operation by clicking on No and TIMY Soft is immediately available If while in this session it is intended to retrieve ne
84. ssible to directly select a value to be erased by clicking on the Absence cell with the RIGHT mouse button In the menu delete the Duration value and press the keyboard Enter key then delete the Reason and press the keyboard Enter key Hiding Columns By default TIMY Soft shows all 10 columns of Time Stamp data Start 1 to Stop 5 and various Totals If in the business environment the employees never Clock more than 4 times a day the worksheet columns G L Start 3 to Stop 5 can be hidden to make the Time Sheet more compact With the RIGHT mouse button click in one of the cells in the column titles e g cell G7 The Hide ShowTime Stamp Columns menu appears Hide Show Time Stamp columns v Show Start Stop 1 Iv Show Start Stop 2 Iv AR v BB I Show Start Stop 3 v AS IZ BC I Show Start Stop 4 v AT IZ BD I Show Start Stop 5 v AU IZ BE 4 Show Hours Clacked v AV Iv BF 4 Show Net Hours v AW v Ba 4 Show Weekly Totals Iv AX Z BH 4 Show Absence 1 Iv AY IZ BI 4 Show Absence 2 Iv AZ I4 BI 4 Show Correction M B Z BE Close It s possible to hide the columns of any Time Stamps that do not need to be displayed The user can hide the daily Hours Clocked or Net Hours if for example another Total formula is desired in the free columns AR to BK It s possible to revert at any time to the Hide ShowTime Stamp Columns menu to show a previously hidden column This parameter setting relates only to the viewing
85. ted to 2 minutes in hours minutes form The actual value is 2 minutes and 57 seconds In summary whichever way is chosen to display time the employees weekly monthly or yearly totals are always correct to within 0 01 hour in decimal form and 1 minute in hours minutes form and calculate their clocking times to the second Problem resolution 1 The USB Key is connected and Get Clocking Data is selected but TI MY Soft displays Microsoft Excel Ma Time Stamp File Found USB Keu inserted Probable reason MS Windows cannot detect the presence of the USB Key Unplug the Key and plug it in again Try again to use Get Clocking Data If Windows 98 operating system is installed ensure that the Driver for the USB Key is installed If another operating system is installed shut down and re start the computer 2 During the start up of TI MY Soft this message is displayed Microsoft Excel Cannot start The name of this File MUST be Timy S5oft xls Reason The file name TIMY Soft xls has been modified or changed This can happen if the Excel command Save as is used AND a different name was specified NEVER perform Save as with another name and NEVER change the names of any of the TIMY Soft application files Exit the application change the name of the file back to TIMY Soft xls and re start the application TIMY Soft Application Software Page 49 of 54 DO NOT move the TIMY soft xls file to the Desktop
86. the operation of these corrections see the following example Fie E g ec n t bx Pas 2 El wei ae 4 Heese L as G L mu i I E I rd Z owe lS 68 68 4i8a 8 9ia8 2 T 27 22n2mo003 07 27 1207 sic i 250 3 3 7 00 7 00 28 23122003 pasne SC 450 fb 700 7 00 29 2412 2003 DT 22 1203 13 5t 18 37 E S d d g 700 700 3l 25 12 2003 HOL 700i 700 700 31 26 12 2003 07 23 12 01 E 7 d 8 a 4B3 4 63 32 27 12 2003 00 00 04 03 E 1 e d amp 4 05 33 m 2 2003 7 3 E v 9 3 amp 0 00 34 28 12 2003 n8 02 12 03 42 49 16 29 E 4 p i 4 7 B8 35 30 12 2003 07 45 12 01 1345 16 15 T27 36 31A 2200307 45 12 01 h ae on 4 27 585 TOTALS T E amp D T 55 90 TIMY Soft Application Software Page 24 of 54 For the date 22 12 2003 The employee only Clocked in in the morning and our Time Model rules truncated the time before 07 30 and after 12 00 to record only 4 5 hours of presence The employee who was unwell in the afternoon was granted 2 5 hours Sick Leave corresponding to the time that the employee would have normally worked during the afternoon As the column Absence 1 is compensated time this is added to Clocked Hours Net Hours The total time counted for the day is 7 0 hours For the date 23 12 2003 The employee only clocked in in the afternoon because of sickness in the morning The two Time Stamps in this case originally filled the first two
87. the selection and start over click on Reset When all selections are complete click on Go TIMY Soft makes copies of the Time Sheets for all the employees selected and copy them into this worksheet complete with page breaks if chosen The entire contents of the report can now be printed with the standard Excel print function or exported to an external Excel file NOTE The data remains in this worksheet until replaced by new data It is good practice to erase this report when finished with by clicking in any cell on the Sheet with the RIGHT mouse button to call up the Select Employees Menu Simply selecting Go clears the screen This action will result in a smaller Timy Soft xls file when the system is closed which enhances the system speed the next time it is opened TIMY Soft Application Software Page 29 of 54 Export Print Time Sheets report After a Print Time Sheets report is created right click again on the display select the Export function at the bottom right in the Select Employees screen Select Yes in the next message and a new Excel file is created as Book 2 or Book 3 etc Microsoft Excel Z This Function copies Ehe entire sheet and pastes it into a new Excel workbook which vou can name and save outside the Timy Application Yes Mo ed Use the Excel Save As function to rename the file appropriately Return to TIMY Soft by clicking on the Timy Soft tab in the Windows Toolbar Show Sum
88. ual Time Stamp value was used to calculate the worked presence duration TIMY Soft Application Software Page 20 of 54 If a mid day break should be fixed between 12 00 hours and 13 00 hours i e no counting of Time Stamp hours during this period it is simple to apply the Time Parameters by entering 12 00 in the box Stop 1 and 13 00 in the box Start 2 After validation the entries appear as follows Definitions of Time Models For START times start counting FROM Ehe Following times Start 1 Start 2 Start 3 Start 4 Start 5 Max timefday Applv From UG DU 13 00 11 04 2005 Through For STOP times count LIP TO the 15 04 2005 Following times Stop 1 Stop 2 Stop 3 Stop 4 Stop 5 Use these values as default m Go Close The resulting time calculations are highlighted as follows 114704200507 787 001 e 7 50 12 04 2005 n 18 55 7 88 NENNEN EE 745 1304200507 5 755 ii ae 742 14 04 2005 8 05 fF v o 7 50 15 4 2005 n7 52 12 0 amp 42 7 92 7 50 The total of 7 50 hours calculated for the date 11 04 corresponds to 12 00 minus 08 00 16 30 minus 13 00 To obtain a theoretical 7 50 hours work the employee must Clock in before 08 00 and 13 00 and Clock out after 12 00 and 16 30 The Time Parameters settings can be modified at any time and are applied individually to each employee Time Sheet TIMY Soft Application Software Page 21 of 54 Time Capping I
89. urs column AQ with the following formula here for cell AT168 IF AQ168 gt 40 IF AQ168 gt 48 AQ168 48 0 Translation IF the Total Week value is larger than 40 the calculation is launched If not then the value of the cell becomes the cell remains blank O could also be used but that would display many zeros for the other days of the week and also for the weeks without overtime Calculation IF the Total Week value is larger than 48 the value of the cell is the Total Week minus 48 If not then the value of the cell is 0 In this case do not use because the result created by this cell is used in formulae of other cells and is not a valid number for Excel 2 Calculate the hours with 25 overtime rate column AS with the following formula here for cell AS168 IF AQ168 gt 40 IF AQ168 gt 44 AQ168 44 AT168 0 Translation IF the Total Week value is larger than 40 the calculation is performed If not then the value of the cell becomes cell remains blank TIMY Soft Application Software Page 43 of 54 Calculation IF the Total Week value is larger than 44 the value of the cell is the Total Week value minus 44 minus any calculated hours with 50 overtime rate If not then the value of the cell is 0 3 Finally calculate the hours with 10 column AR with the following formula here for cell AR168 IF AQ168 gt 40 AQ168 40 AS168 AT168 Translation IF the Total Week va
90. w Time Stamp data from the USB Key it is essential that the Time Sheets be re initialised up to the current date otherwise TIMY Soft cannot store the Time Stamp clocking data in the employee Time Sheet files It is therefore necessary to answer Yes if the intention is to Get Clocking Data from the USB Key during the current session If TIMY Soft is run again on the same day that the calendars have already been updated the Extend Calendars message does not appear From TIMY Soft version 1 49 the function of Microsoft Excel retrieving new Time Stamp data from the USB Key is not permitted unless the calendars have Time Stamps cannot be imported first been extended The following message is You must first extend the calenders displayed in this situation Quit Tiny Sort re start and extend the calenders Follow these instructions and then select Get Clocking Data again TIMY Soft Application Software Page 10 of 54 Planning Mode The ability to write future dates into all existing Time Sheets was implemented from version 1 33 onwards This allows for vacation and holiday breaks pre planning To add future dates cell I2 in the Employee List worksheet is unprotected If a number is entered into cell I2 e g 30 followed by the keyboard Enter TIMY Soft can Extend Calendars for the selected number of days when the application is next opened Close TIMY Soft re open it and answer Yes when the Extend Calendars messag
91. y with an error message e g Er65 and Time Stamps cannot be transferred to the USB Key If ever the TIMY USB Key becomes unusable due to error messages or a commercially available USB Key is obtained to use with the TIMY Soft application follow these procedures to initialise the USB Key Format the USB Key on Time Recorders Time Recorders from serial number 05N6 onwards have an embedded routine to re initialise the TIMY USB Key The routine is encoded into the Time Recorder firmware and requires the use of the TIMY Management Badge INIT USB KEY provided with the TIMY System NOTE I nitialising a USB Key with the TI MY terminal DELETES ALL FI LES stored on the key and REDUCES THE MEMORY CAPACITY TO 128 MB independent of the actual memory capacity of the key If a key is purchased with 8GB capacity and is initialised with the TIMY terminal the key capacity is reduced to 128MB There is NO WAY to cancel this operation to recover the full capacity To prevent unintentional loss of Time Stamp data on the USB Key if the terminal detects there is a Time Stamp file BKS FILE TXT containing data the initialisation process is terminated If a Time Stamp file exists but is empty the initialisation process continues INIT USB KEY USB STICK INIT INIT CLE USB NOTE Re initialisation with the Time Recorder unit can only be performed with the INIT USB KEY badge on units from serial numbers 05N6 and onwards TIMY Soft Applic

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