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Time & Attendance User Manual

1. Introduction This section is designed for those interfacing Time amp Attendance with the Samco Job Cost module via Canadian Payroll If you are not using Time amp Attendance to transfer Job Cost information through Canadian Payroll please refer to the previous section titled Job id Numbers without Job Cost Use this function to set up job ID s and the corresponding Job Cost information When an employee clocks in they can either manually enter in the job they will be working on see the chapter titled Time Clocks or T C can automatically set this for them see the chapter Pass Cards To Begin Select Setup gt Maintain system details gt Maintain Job id Numbers from the 2 page of the T C main menu Adding Job IDs Select Add job id from the Maintain job id numbers menu You then see the following screen Time and Attendance Job ID Numbers with Job Cost Samco Software Inc 15 1 44 TC TC Maintain job id numbers if File tat AR K OE SA AP PC Gl FA K PO BR FI Ch FP OPS TT T PA O SR E ie OxXxGe jts t Maintain job id numbers Acme Enterprises Inc Add 1 Job id 2 Short description 3 Long description 4 Active 5 Department 6 Occupation code 7 Job number Status 8 Cost item Sub job Chng job 9 Reference You can work with both new and existing job id s If a job id has already been entered for this number you specify it will appear and be available for change
2. Pass Cards The pass cards used by the time clock are similar to bank or credit cards On the back is an opaque magnetic strip which holds a 7 digit number This number is then assigned to an employee through the Maintain Pass Cards function within Time and Attendance Here is a simple illustration of how it works Within Time and Attendance employees are assigned pass card numbers which correspond to the numbers on the front of their pass cards When their pass card is run through the time clock s slot the clock creates a record in its memory of the card number date and time an optional job id can also be included This information is later polled by the Samco Time and Attendance software uploaded manipulated and ready for creating payroll transactions and historical reports Preparing the Time Clock Before the time clock can be used a number of steps must be taken to set it up Step 1 Set up the Time Clock Control File System Details Employee File and Clock Messages Some of this information is downloaded to the time clock in Step 3 Step 2 Using a text editor such as NOTEPAD Microsoft Windows ed Unix or Linux or vi Unix or Linux edit the CLOCKDEF file and change the line which indicates the communications port your time clock is attached to Time and Attendance Time Clocks Samco Software Inc 20 6 If you have multiple clocks you will have to duplicate the entries for each clock indicating each clocks appr
3. Introduction Use this function to run a report listing time clock entries for a defined period of time usually the range of dates in the file loaded from the time clock s This report is used for checking for possible errors and must be run prior to posting any transactions to payroll It is important to note that if you have set up work schedules for the tracking of absenteeism the absent transactions are created when you run this report To Begin Select Time clock report from the Time amp Attendance main menu The following screen appears Time and Attendance Time Clock Report Samco Software Inc 22 1 24 MA TC Time clock report File E AR K OE SA AP BC G ue ot r Time clock report Acme Enterprises Please enter 1 Start date 2 End date 3 Start employee 4 End employee 5 Print only errors 6 Print only absences 7 Print comments Press F1 for Yesterday Enter the following report criteria 1 Start date 2 End date Enter a range of time clock entry dates to run this report for 3 Start emp 4 End emp Enter a range of employees to include on the report 5 Print only errors Answer Y if you want to generate a report listing only the errors or N to include all transactions Time and Attendance Time Clock Report Samco Software Inc 22 2 6 Print only absentees Answer Y if you want to generate a report listing only absentee transa
4. This function generates a detailed report on all job id number information Select Print job id list from the Maintain job id numbers menu Enter the following information Time and Attendance Job ID Numbers without Job Cost Samco Software Inc 14 3 1 Start job id Enter the number of the first job id you want printed or use the option Option F1 to begin printing from the first job id on file 2 End job id Enter the number of the last job id you want printed or use the option Option F1 to end printing from the last job id on file 3 Print clock message Answer Y if you want the short description which is displayed on the time clock included on this report N to exclude it Print Job ID Descriptions This function generates a simplified report showing only the job id number and the long description Select Print job id descriptions from the Maintain job id numbers menu From the Printer Selection window choose the printer destination for this report Download job ids to clocks This function is used to download the job id numbers and descriptions to the time clock Select Download job ids to clocks from the Maintain job id numbers menu A message appears for you to confirm that you want to download the new job information Time and Attendance Job ID Numbers without Job Cost Samco Software Inc 14 4 SAMCO Building business and technology relationships Chapter 15 Job ID Numbers With Job Cost
5. Samco Software Inc 20 3 battery maintains power to the clock should you have an interruption in power thus keeping the entire clock in information intact LCD Display The LCD display is a two line 20 character display Normally the clock will display the date MM DD format the mode the clock is in clock in or clock out and the time HH MM in 24 hour format The display is also used to prompt you for information Card Swipe To pass a card through the card swipe place the magnetic strip side of the card at the top and to the right Pull the card down through the swipe Be sure that the card goes through as vertically as possible If the card goes through correctly a short beep will be heard the OK light will flash and the display will show the card number An incorrect pass through is noticeably identified by three loud beeps the ERR light will flash and the display will show card read error If however the magnetic strip is facing the wrong direction no beep will be heard and the display will show nothing LED Signals These four LEDs are used for the following Power When lit identifies that power is being received through the DC power supply Battery When lit signals that the clock is working off of the battery OK Lights up temporarily when a card is read successfully ERR Lights up temporarily when there is an error reading the card Numeric Entry Keypad This keypad is used for manager functions
6. Strike or Lockout s Return to School Illness or Injury Quit O O O Pregnancy Retired Work Sharing Apprentice Training other O O Dismissal Leave of Absence o 2 A B G p E F ic H g K M N TAB exit ENTER change F2 add F3 delete Press F4 to print status code list Entering Status Codes Enter the status code or if there are existing status codes on file you may use one of these options Options TN to move among the codes entered Enter to change a highlighted code F2 to add a new code F3 to delete a highlighted code F4 to print a listing of status codes 2 Description Time and Attendance Status Codes Samco Software Inc 8 2 Enter a description for the status code 3 Active Answer Y if the employee is still eligible for payroll transactions When through entering status codes press Tab Time and Attendance Status Codes Samco Software Inc 8 3 SAMCO Building business and technology relationships Chapter 9 Transaction Codes Introduction The transaction code maintenance function is used by Time amp Attendance to create the earnings file for your banking institution It also plays a vital role in generating actual earnings codes for Samco s Canadian Payroll system If you are interfacing Time amp Attendance with Canadian Payroll please refer to the section in your payroll manual for setting up this
7. answer A NOTE If you choose A records are added to the EXP file regardless of the records Time and Attendance File Utilities Samco Software Inc B 3 already there Be sure not to overlap file key ranges when using this method otherwise you will get duplicates on the EXP file The file will now be converted The screen will show a count of the records as they are converted The converted file will be located on the device specified earlier and have the same name as the original file except the extension will be EXP After you have completed running the convert routine you will be prompted to select a printer destination for the backup log A backup log shows the file s converted the number of records per file and the date and time Importing an ASCII File This selection is used to restore files that have been converted through the Convert a file function All of the data contained in the converted files will be transferred to the files which you are restoring To begin select File utilities gt Restore from an export file from the 2 page of the T C main menu This is the screen you see Time and Attendance File Utilities Samco Software Inc B 4 fe Ea aR OE SA AP OC GL TA PO DR A CL FP PS TC TA PA OX SA SF Hep PO BG VRwWFtS COG ANRO 4P9 Ew File utilities Time and Attendance Acme Enterprises Inc Restore from an export f Please select file B T C Control file CTCCTLFTC T C codes file CTCCODSTC Cl
8. this is the current system time from your computer Outlet voltage the voltage of the outlet the clock is plugged into If the clock is unplugged this will display as 110v off Clock on this indicates that the internal voltage regulator is turned on If it is not the clock is using the internal battery This is a switch on the bottom of the time clock Internal backup this indicates there is sufficient charge in the battery If the power goes out this battery keeps the information in memory and displays when polled the of battery remaining Clock date this is the date displayed on the clock Clock mode this is the current mode the clock is in IN clock in OUT clock out JOB ID set job id Clock time this is the time displayed on the clock Memory this is the amount of memory currently being used by the files and programs downloaded to the clock s memory and the clock in out transactions Time Clock Interface 21 3 Set Clock Date and Time Select Set clock date time from the Time clock interface menu This function resets the date and time on the time clocks to your computer system s date and time Run this function for leap years February 29th if day light savings affects your time zone or if one of your clocks has gone out of sync Time and Attendance Time Clock Interface Samco Software Inc 21 4 SAMCO Building business and technology relationships Chapter 22 Time Clock Report
9. 12 Time level 4 name These fields are used to describe the levels of payment for each shift i e regular time overtime double time and triple time Not all time levels have to be used Enter names to describe up to four levels of pay These descriptions will appear in various functions as the descriptions only 13 Posting export type Select from the pop up window which file format your payroll service uses If you are not using a payroll service select No export in posting 14 Definition file name The definition file name refers to the prefix of the time clock programming files such as samco 01 samco 02 etc This is used by the various downloading programs Unless you have had custom software designed for your time clock please select samco as the default Time and Attendance Control File Samco Software Inc 4 4 SAMCO Building business and technology relationships Chapter 5 Departments Introduction The term department is used within the Time and Attendance and Payroll systems to signify cost centres For most companies the cost centre is termed a department but other terms frequently used include jobs branches divisions etc Wage expenses are charged to the department specified by the operator Benefit expenses and computer generated deductions are allocated to departments if the correct transaction code procedure is followed within Canadian Payroll The departments entered here are the only
10. Codes Introduction Use this selection to enter employee status codes These codes describe the status of an employee regarding his her eligibility to be paid Codes are determined by your individual requirements Each code is one character in length The codes range from 0 to 9 and A to Z NOTE You may want to make the codes correspond to the codes found on the Record of Employment form If you use the Canadian Payroll module to produce your ROE s this status will print in the appropriate box on the separation slip Reason for issuing this ROE If an employee has a status code that indicates the employee is not eligible to be paid then any transaction entered for this employee will produce an entry on the error report This particular function shares the same data file with the Samco Canadian Payroll system If your payroll is already set up you do not have to re enter status code information Check the section in your Samco Canadian Payroll user manual for more detailed information on the affects of status codes within the Payroll and Time amp Attendance systems To Begin Select Setup gt Maintain System details gt Maintain status codes from the 2 page of the T C main menu A screen similar to the following will appear Time and Attendance Status Codes Samco Software Inc 8 1 4 MA TC Maintain status codes File E amp t AR LC O Acme Enterprises Description Active Full Time Part Time Shortage of Work
11. E R S Automated Earnings Reporting System earnings file for sending to the Canadian federal government A E R S is a government program for the weekly reporting of earnings for E l sensitive industries such as fishing To Begin Select Create earnings file from the second page of the Time amp Attendance main menu Enter the following file creation criteria on the screen displayed 1 Start date 2 End date Enter the range of dates to be included for creating the earnings file 3 AERS directory Enter the path where the AERS earnings file is to be created in or leave blank to put it in your root Samco directory usr ssi Unix or Linux Time and Attendance AERS Earnings File Samco Software Inc 28 1 SAMCO Building business and technology relationships a Chapter 29 Purging Historical Data Introduction Use this function to purge out historical time transactions This is most useful where hard disk space is needed or the data is no longer valuable IMPORTANT Do a complete backup of your data and archive it for future purposes before running this function You may want to revert back to it to generate an historical report on prior information To Begin Select Purge time clock history from the second page of the Time amp Attendance main menu From the screen displayed enter the following criteria for purging 1 Start employee 2 End employee Enter the range of employee numbers to be i
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13. Enter to default to the current year maintained by your computer system Month Enter the month you are setting day types for or use the option Option Enter to default to the current month maintained by your computer system Time and Attendance Day Types Samco Software Inc 10 1 The system defaults are S Saturday D double time W Weekday The day type can be changed to any alphanumeric character For example you could change a holiday Monday to H To modify the data enter a day type character in conjunction with the following key options Option TY to cursor between fields Tab to edit anew month Esc to exit editing without saving the changes When you are finished editing day types press Tab from the Year field Time and Attendance Day Types Samco Software Inc 10 2 SAMCO Building business and technology relationships EN Chapter 11 Shift Definitions Introduction Use this function to set up the various shifts for different contracts and day types NOTE Be sure that you have set up your day types properly before tackling this function To Begin Select Setup gt Maintain system details gt Maintain shift definitions from the 2 page of the T C main menu Adding Definitions Select Add shift definition from the Maintain shift definitions menu You then see the following screen Time and Attendance Shift Definitions Samco Software In 11 1 4 MA TC Maintain shift definitio
14. Inc 26 2 on in the Time clock control file 5 Shift Enter the shift number to include with this holiday creation Time and Attendance Stat Holiday Creation Samco Software Inc 26 3 SAMCO Building business and technology relationships Chapter 27 Reports Introduction This chapter covers the various reports generated using historical information retained by Time and Attendance The reports available include Weekly In Out Summary Employee Work Calendar Employee Weekly Summary History by Employee History by Code First Last Day Worked To Begin Select Time clock reports from the Time and Attendance main menu Weekly In Out Summary This report summarizes the times employees clocked in and out for one week This information is drawn from the daily file prior to posting Once the Post to Payroll function is run all detailed clock in and clock out activity is summarized and purged Time and Attendance Reports Samco Software Inc 27 1 To begin select Weekly in out summary from the Time clock reports menu A screen appears for you to enter the following report criteria 1 Start employee 2 End employee Enter the range of employee numbers to include on this report 3 Start date Enter the date to begin reporting on or use the option Option F1 to default to the Beginning of the week Employee Work Calendar This report provides a detailed or summarized report listing the hours worked by an e
15. NOTE For Linux Unix users it doesn t matter what letter is entered as the file will be created in the root Samco directory of the fixed disk i e u ssi Please enter device size in kilobytes Enter up to a 5 digit number which represents the device you are backing up to in kilobytes or use the option Option F1 Unlimited e g Hard disk NOTE If you choose to convert All files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY AND ENDING FILE KEY prompts The next screen appears for you to enter a range of file keys 1 Starting file key 2 Ending file key Enter a file key range for the records to convert or use the option Option F1 for the First amp Last records respectively A person who knows the exact record key layout for that file may enter the exact starting record key here thereby enabling a partial conversion The key would have to be entered exactly as it appears in the record with leading zeros or spaces C Create or A Add You are asked whether to C create new converted file or A add records to existing converted file If you have never converted this file before answer C A new file with the same name but an extension of EXP will be created If you have previously converted this file and you wish to add data to it
16. Software Inc B 7 SAMCO Building business and technology relationships a Appendix C Interfacing with Payroll and Job Cost Introduction This section is designed to give you an overview of how Time and Attendance works in conjunction with Samco s Canadian Payroll and Job Costing modules At the end of this appendix is a diagram showing the procedures to follow when interfacing Job Cost and or Canadian Payroll and how data inter relates between the packages Canadian Payroll Samco s Time and Attendance provides a seamless integration of data with the Canadian Payroll package Time transactions generated in T C once posted create payroll transactions in P C These transactions can then be edited first or posted right away In review 1 The time transactions generated by Time and Attendance are posted to the clock history and the Payroll transaction file 2 From Payroll the transactions generated by T C can then be edited or posted right away Job Cost Samco s Time and Attendance utilizes job id information to control the particular job sub job change job and cost item information which ends up being transferred when interfacing with Samco s Job Cost module through Canadian Payroll Basically each time transaction has a corresponding job id Each job id has a valid job Time and Attendance Interfacing with Payroll and Job Cost Samco Software Inc C 1 number sub job number change job number and cost
17. a Time clock edit list to validate the calculated payroll transactions These transactions will be sent over to the Payroll transaction file for the calculation of deductions and the generation of payroll cheques only when used in conjunction with Samco s Payroll system Make the necessary changes through Time clock editing Post Transaction Post the time transactions to the time clock history file and the payroll transaction file using the Post to payroll function This function also creates the earnings file for your payroll service if turned on in the Time clock control file and purges clears out the time clock time transaction file Generate AERS File This function only applies to those in industries required to submit automated earnings files to the federal government Run the Create earnings file function and send the file away for processing Payroll Transactions As was mentioned earlier the Post to payroll function generates the payroll transactions for Samco s Payroll system If you are using this package you will now be able to complete the payroll cycle using the transactions automatically created by Time and Attendance Job Cost Transactions Time and Attendance interfaces with Samco s Job Costing system through Payroll The transactions created for Payroll include job information as set up in the job id function of T C When the payroll transactions are posted the job information can be pulled into Job Cost via t
18. and for setting the job id There are four special keys on this pad C Clear Press this key to clear the previous character entered For example if you wanted to enter a job id of 0900 and entered 0901 you would press the C key till the display was cleared for you to re enter the number Time and Attendance Time Clocks Samco Software Inc 20 4 ENTER Enter Press this once you have finished entering data into the time clock For example after entering your job id you would press ENTER to complete the entry From here on this key will be referred to as the ENTER key NOTE The two arrow keys are used clock setup functions which are described on a special sheet included with the clock itself Function Keys The four function keys are used for the following In Clock In Sets the clock to clock in mode From here on this key will be referred to as the IN key Out Clock Out Sets the clock to clock out mode From here on this key will be referred to as the OUT key F1 Job ID Sets the current job id for the employee It will also clock them in if they have not already done so From here on this key will be referred to as the JOB key F2 Manager functions This key has five functions lock out time unlock time manually clock in an employee manually clock out an employee and create absentee transactions From here on this key will be referred to as the MANAGER key Each function is explained in further detail later on in this
19. area Time amp Attendance will only allow you to view and print a streamlined edit list of transaction codes WARNING Do not continue on with this section if you are interfacing with the Canadian Payroll module To Begin Select Setup gt Maintain system details gt Maintain transaction codes from the 2 page of the T C main menu Adding transaction codes Select Add transaction code from the Maintain transaction codes sub menu This is the screen you see Time and Attendance Transaction Codes Samco Software Inc 9 1 H TC TC Mainter transection codes File Edt AR K O SA APG FA K ue eee d Maintain transaction codes Acme Enterprises Inc 1 Transaction code 2 Group 3 Description 4 Calculation method 5 Initial value 6 Rate Enter transaction code or press F1 for next transaction code Enter the following data 1 Transaction code Enter the number which identifies this transaction code You can work with both new and existing codes If a code has already been entered for the transaction number you specified it will appear and be available for changes 2 Group Enter the group number that this transaction code applies to or use one of these options Options Enter to set the field to All groups F1 to scan through the groups on file Time and Attendance Transaction Codes Samco Software Inc 9 2 3 Description Enter the description of the transaction code 4 Cal
20. blank if you are not tracking absenteeism Changing Employees Select Change inquire employees from the Maintain employees menu Enter the code of the employee you want to change or inquire into or use one of the options Time and Attendance Employees Samco Software Inc 18 4 Options F1 to scan through the employees on file to bring up a list of employees to choose from Make any necessary changes When you are through press Tab Deleting employees Select Delete employees from the Maintain employees menu Enter the code of the employee you want to delete or use one of the options Options F1 to scan through the employees on file to bring up a list of employees to choose from You will be asked OK to delete record Answer Y to delete the employee or type N If there are no more employees to be deleted press Tab Printing a Numeric Employee List Use this function to generate an employee listing in employee number order Select Print numeric employee list from the Maintain employees menu and then enter a range of employee numbers to include on the list Next from the Printer Selection window choose the printer destination for this report Printing an Alphabetic Employee List Use this function to generate an employee listing in employee name order Select Print alphabetic employee list from the Maintain employees menu and then enter a range of employee names to include on the list Next from the Printer Se
21. down by job id department occupation or shift To begin select History by employee from the Time clock reports menu Enter the following report criteria 1 Start date 2 End date Enter a range of transaction dates to include in this report 3 Start employee 4 End employee Enter the range of employee numbers to include on this report 5 Sort order Answer E to print this report in employee number order or N to sort by employee name 6 Detail type Enter the type of detail you want the time transactions broken down by Options J To break down the time and earnings by job id D To break down the time and earnings by department 0 To break down the time and earnings by occupation S To break down the time and earnings by shift N No breakdown required Time and Attendance Reports Samco Software Inc 27 3 7 Include absences Answer Y to include absentee transactions on this report or N to exclude reporting absentee transactions separately History By Code Use this function to generate a historical report showing total hours and earnings by job id occupation code or department To begin select History by code from the Time clock reports menu Enter the following criteria for this report 1 Report by Enter the type of code you want to report on from the options below Options J Job id D Department O Occupation 2 Start date 3 End date Enter the range of transaction dates to include in thi
22. item associated with it When the Post to payroll function is run this job id information is transferred along with it When the transactions are posted in Payroll the information is then available to Job Cost for interfacing Once the interface is run from Job Cost all of the time transactions which are associated to a job are pulled over creating job transactions These transactions can then be edited or posted directly to the job s In review 1 Time and Attendance generates time transactions which are then posted to the Payroll transaction file 2 These payroll transactions which also contain job information are then permanently posted through Payroll 3 This payroll information is then retrieved into Job Cost via its interface function 4 The transactions generated by the interface can then be edited or posted directly to the jobs themselves The following figure shows a complete flow of data from Time and Attendance through to Canadian Payroll and then to Job Cost TIME CLOCK MANAGER POST TO PAYROLL This function automatically creates time clock history information as well as Payroll transactions l CANADIAN PAYROLL JOB COST INTERFACE The transactions created The transactions created by the Post to payroll by the Payroll posting can function are now ready now be pulled into Job Cost to be edited and posted via the interface function POST TRANSACTIONS l JOB COST POST TRANSACT
23. time HH MM 24 hour format from the numeric keypad followed by the ENTER key Step 4 Time and Attendance Time Clocks Samco Software Inc 20 11 At this point the manager can either enter in the employee s card number from the numeric keypad followed by the ENTER key or swipe the employee s pass card through the slot Step 5 The manager then swipes his her pass card through and presses the ENTER key when their name is displayed The clock will now retain a record of the employee s clock in time and date Manual Clock Out To manually clock out employees Step 1 If the clock is not showing Manual clock out press the MANAGERS key until it displays and press the ENTER key Step 2 Enter in the date MM DD from the numeric keypad followed by the ENTER key Step 3 Enter in the time HH MM 24 hour format from the numeric keypad followed by the ENTER key Step 4 At this point the manager can either enter in the employee s card number from the numeric keypad followed by the ENTER key or swipe the employee s pass card through the slot Step 5 The manager then swipes his her pass card through and presses the ENTER key when their name is displayed The clock will now retain a record of the employee s clock out time and date Absentee Transactions This function is used to allow managers to enter in absentee transactions for special reasons where an employee may get paid even though they are not clocked i
24. transaction If there are no more time transactions to be deleted press Tab Print History Listing Use this function to generate a report listing historical time transactions on file for a specified range of employees and days Select Print time history list from the Maintain time clock history menu A screen appears for you to enter the following report criteria 1 Start employee Enter the starting number of the employee to include on this report or use the option Option F1 to begin with the first employee on file Time and Attendance History Samco Software Inc 19 4 2 End employee Enter the ending number of the employee to include on this report or use the option Option F1 to end with the last employee on file 3 Start date Enter the starting date to include in this report or use the option Option F1 to start with the earliest transaction date on file 4 End date Enter the ending transaction date to include in this report or use the option Option F1 to the latest transactions posted From the Printer Selection window choose the printer destination for this report Time and Attendance History Samco Software Inc 19 5 SAMCO Building business and technology relationships Chapter 20 Time Clocks Introduction Time and Attendance supports various models of the Lior and IdeaTech automated time clocks In this chapter we will show you how to use the Lior DCM 10 identical to the DCM
25. upload the clock in out transactions collected from the time clock s Before you continue be sure that you have set up the System details Employee data and the Clock messages To Begin Select Time clock interface from the Time amp Attendance main menu A menu with various options is displayed Download Clock Files Although it appears last on the menu this is the first thing you should do before running time clock transactions This function downloads all of the Samco programs sets the date and time on the clock from that in your computer and downloads the control data you set up in the previous chapters Select Download all time clock files from the Time clock interface menu The screen will go blank and a number of lines will scroll down the screen This is the same information that is being sent to the time clock If a time out error occurs check the settings in the CLOCKDEF file located in the Samco main directory to make sure you are communicating with the right serial port and that Time and Attendance Time Clock Interface Samco Software Inc 21 1 the cable running to the clock is actually plugged in properly If this doesn t solve the problem you may have a hardware fault Have a qualified systems technician look at your computer and clock Once all of the files have been downloaded you are ready to begin using the time clock Poll Time Clock Select Poll time clocks from the Time clock interface menu This f
26. 100 model and the IdeaTech IT4100 About The Time clock 10 Time Clock There are four basic areas on the face of the Lior DCM 10 time clock Time and Attendance Time Clocks Samco Software Inc 20 1 1 LCD Display This is where the time clock tells you what it is doing For some functions the display will request you for input either from the numeric keypad or by swiping a pass card 2 Function Keys These keys are used to set the mode the clock is in clock in clock out and set job id and for various supervisory functions 3 Numeric Keypad This is used to enter in job ids and for manual supervisory functions 4 Card Swipe Slot This is where the pass cards are run through The time clock uses RAM Random Access Memory to store the clock in out information as well as the programs used for the supervisory functions An internal battery maintains power to the clock should you have an interruption in power thus keeping the entire clock in information intact LCD Display The LCD display is a one line 16 character display 2 lines 32 characters on the Model DCM 31 Normally the clock will display the date MM DD format the mode the clock is in clock in or clock out and the time HH MM in 24 hour format The display is also used to prompt you for information Function Keys The four colour coded function keys are used for the following Green Clock In Sets the clock to clock i
27. AS 3 1 Control File vs ssscsssseri inarin nanea en Ea EEN EEVEE ETERRA OAD ERE EETAS 4 1 Departments eesriie retn nE ECEE EEEE EE EEEE EEEE EEE ETE 5 1 GlOUDS E E eadipeonkoeeecnaseraseretexeietaserans 6 1 Adding SE OUD Sc one ees dew each eee a EEE EE i ea eee ae 2 Changing GroupS sssssssesessoseosssesseoseseeseeseseescercssescsrosessoseoseseeseeeees 2 Deleting GrouUpS sssessesssseeseesessessesoerosrosooroerosrscoesoerseesssseseeseseeseese 2 OCCUDALIONS amp WAGES ciccccvscscscneresduncwneeseds rss r En ENTE EEEE EEEE ESE EEE 7 1 Adding Occupations ssnssensessssessesessossossssoseosessoseoscsseseesesesseseesrseeo 1 Status CodeS lt ccnssdcrndenteaseeuusaccanetanseenmiateweaceareredeenseadeeesaeeermeaaewencenee 8 1 Entering Stat s CodeS eeir ni rir Ee eE ETE EEEE EEE E 2 Transaction Codes ssssessessesersesseseeseeseesesrcecerossoscssoeroecsreerseeseee 9 1 Adding transaction COdeSsrssernoricrteesiri attire cinin Ere E REENE EA 1 Changing Transaction Codes ssessessesessessessescercssssoseosessoseosesseseesees 3 Deleting Transaction Codes ssessessesesrosssroeroerscoesoerseessseeseeseseeseese 4 DAY IyDES ccceitcie achiev ennctaseeiubvsecedectaaecdsuneiecasesapeneneuaicoaenenieeianeeivemeotad 10 1 Shift DENINIGIONS scr presenncucka iion EEE cde RE EE eee 11 1 Adding Definitions ss ersreseirsi toeris estona Est Erev saws enpvaxancawiacadnmonendekeavoeesxeeess 1 Absent CodeS errores tor eee in Wa
28. IONS The transactions pulled over to Job Cost from Payroll can now be posted to their respective jobs Time and Attendance Interfacing with Payroll and Job Cost Samco Software Inc C 2 Building business and technology relationships Appendix D Clock raw Format Header format bytes 1 to 16 uucxddmmyyhhmmxrr uu clock unit number from 00 to 99 value ignored c command type must be 0 or 5 either ok x not used ddmmyy dated created hhmm time created x not used rr report number see below rr 00 Clock in record bytes 17 to 26 nnnnnnnnnn nnnnnnnnnn card number rr 03 Clock out record bytes 17 to 26 nnnnnnnnnn nnnnnnnnnn card number rr 04 Job id change bytes 17 to 30 jjjjnnnnnnnnnn jjjj new job id nnnnnnnnnn card number rr 06 Time lock start bytes 17 to 30 hhmmnnnnnnnnnn hhmm time to lock nnnnnnnnnn manager s card number rr 07 Time lock end bytes 17 to 26 nnnnnnnnnn nnnnnnnnnn manager s card number rr 08 Manual Clock in bytes 17 to 44 mmddhhnnnnnnnnnnmmmmmmmmmm mmdd date for clock in hhmm time for clock in nnnnnnnnnn employee card number to clock in mmmmmmmmmm_ manager s card number Time and Attendance Appendix D Samco Power Accounting D 1 rr 09 Manual Clock out bytes 17 to 44 mddhhmmnnnnnnnnnnmmmmmmmmmm mmdd date for clock out hhmm time for clock out nnnnnnnnnn employee card number to clock out mmmmmmmmmm_ manager s card number rr 10 Absent entr
29. OVER2 uses payroll transaction code 400 and commences at 8 30pm or after 12 5 hours The reason the system asks you to enter a Time and the Hours are to allow for employees who clock in early 18 22 Breaks These fields are used to define the break schedule lunch dinner etc for this shift Each shift can have up to 5 breaks Time or Hours Enter in the Time in 24 hour format at which this break should start or after the number of Hours worked or both Bonus Answer Y if the time should be added to the employee s hours for the shift For example if the employee works a supper break the employee would be paid for it Answer N if the break should be subtracted from the shift Time and Attendance Shift Definitions Samco Software In 11 5 Skip This field is only useful when employees clock in and out for their breaks Basically when it is set to Y the system looks to see if the employee has clocked in or out for a break If the employee has not clocked out for a period of time which is relatively close to what he she should the break is skipped Also if the field is set to Y and the employee clocks out earlier or later than the Time or Hours are set to the Time and Attendance system has the intelligence to notice that they did take a break The employee will then only have his her time deducted for the actual break they took If this field is set to N and the employee clocks in and out for their break earlie
30. Rebuild a file from the 2 page of the T C main menu Time and Attendance File Utilities Samco Software Inc B 6 This is the screen you see ISNIC TC Time clock Manager utilities ajoj x Fe Edt AR IC OF SA AP PC GL FA JC PO BA Pi CL FP PS TC TO PA OK SA SF Hep OS GV RwWFtF COG ANRO d4d gt O Ew File utilities Time and Attendance Acme Enterprises Inc Rebuild a file Please select file E T C Control file CTCCTLFTC T C codes file CTCCODSTC Clock definition file CCLKFILTC Clock transaction file CCLKTRXTC Clock history file CCLKHISTC Card file CCARDFITC Employee file CPLEFILTC Transaction code file PLCFILTC Payroll system file CPLSFILTC 1 2 3 4 we 6 tx 8 9 Press F1 for All Select the file you wish to rebuild or press F1 to rebuild all of the Time and Attendance data files After some processing you will be either returned to the file list or the File utilities sub menu Technical Note on Rebuilding The rebuild facility takes each data file reads through the records and writes out a temporary work file containing only the good records The temporary work file then replaces the original file For this reason we highly recommend making a backup of the data files you are rebuilding just in case one or more bad records exist which may cause valid data to be cleared out This can happen in the case of a badly corrupted data file Time and Attendance File Utilities Samco
31. SAMCO Building business and technology relationships Time amp Attendance User Manual Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations SAMCO Building business and technology relationships EN Time amp Attendance Table of Contents Gettind Started sesso reret eiris AEE E E E T E E E EEE E 1 1 Setting IE UD speccvetecdtaswersersesiuiesasaecabcihaenacdeennteeewkweadereeas EE EE EE EEES 2 1 Regular OperatiOnS ecrererisiseer ainne eene EEE E E TEE E E
32. a file you should get technical assistance Your supplier or an independent professional may be able to provide this support If not contact Samco s Help Desk directly there may be a fee Handling Corrupted Files Time and Attendance File Utilities Samco Software Inc B 1 Data file corruption doesn t necessarily mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then rebuild the file to a usable state Usually if the File utilities gt Rebuild a file function does not resolve the problem restoring the file from the previous day s backup is the next logical option Exporting a File This section discusses how to convert a T C file from its native format into a fixed length ASCII text file To begin select File utilities gt Export a file from the 2 page of the T C main menu This is the screen you see Please select 1 Export a file 2 Restore from an export file 3 Rebuild a file Time and Attendance File Utilities Samco Software Inc B 2 Please select file Enter the number of the file you want to export or use the option Option F1 to select All of the files for conversion Please enter device for converted file Enter 1 character for the device on which the converted file is to be created
33. ab Time and Attendance Samco Software Inc 5 2 Acme Enterprises Departments SAMCO Building business and technology relationships Chapter 6 Groups Introduction Use this selection to enter groups Group is the term used by Time amp Attendance to classify employees who have similar deductions and benefits Each classification is determined by the facts of your payroll Do you need groups If you can answer No to each of the following questions the answer is probably no Do have more than one work contract Do have union and non union staff Do some employees have different deductions than other employees Do some employees receive benefits that others do not e g management and clerical 5 Is there a probationary period before any benefits or deductions begin AWN The group number is used to determine the correct transaction amount when two or more groups have the same transaction code but different methods of calculation within payroll This particular function shares the same data file with the Samco Canadian Payroll system If your payroll is already set up you do not have to re enter group information Check the section in your Samco Canadian Payroll user manual for more detailed information on the affects of groups within the Payroll and Time amp Attendance systems To Begin Select Setup gt Maintain system details gt Maintain groups from the menu Time and Attendance Groups S
34. amco Software Inc Tel 604 597 4211 Fax 604 597 7320 E mail support samco com Web Site http www samco com Please be aware that Samco does charge for support services rendered after the 30 days free support period has lapsed Time and Attendance Getting Started Samco Software Inc 1 3 SAMCO Building business and technology relationships EN Chapter 2 Setting It Up Introduction This chapter outlines how to start and setup your Samco Time and Attendance System Time and Attendance should be setup by an individual in the company with knowledge of both the payroll and accounting design of the company After the system is implemented personnel managers and payroll staff can maintain the system with ease Starting Time and Attendance Samco s business applications allow you to set up data files for multiple companies Part of setting up each company is telling the system which modules are going to be used In order for each company to access the Time and Attendance module you must answer Y to Time and Attendance on the third screen of the Company data function Once this is done T C will be available as a main menu selection See Company Data in the System Functions manual for details Step 1 System Installation For installing a new Samco Time and Attendance or to add the package to an existing company see the Installation Guide If you purchased Time and Attendance after you purchased other Samco products
35. amco Software Inc 2 4 SAMCO Building business and technology relationships EN Chapter 3 Regular Operations Introduction This section is designed to provide you with a daily or regular checklist of things to do when using Samco s Time and Attendance The chapter is divided into 2 sections The first section shows T C operations when using an automated time clock throughout the remainder of this manual we will be using the LIOR DCM 10 and IdeaTech IT4100 for our examples however you may have been provided with an addendum for operation specific to your time clock The second sections shows T C operations when time transactions are entered manually Operations with a Time Clock This section discusses the processing of time transactions with the aid of an automated time clock Retreiving Data Upload the files from the time clock on a timely basis at least once a week using the Poll time clocks function see the chapter titled Time Clock Interface This function updates a file called CLOCK RAW which is literally the unprocessed or raw data retrieved from the clock When ready to prepare the transactions for editing run the Load clock file function see the chapter titled Time Clock Interface This function breaks out the CLOCK RAW file into a transaction file which can be used for editing It is at this point that the shifts are defined and the time is broken out to the various levels The CLOCK RAW file is the
36. amco Software Inc 6 1 Adding Groups Select Add groups from the Maintain groups menu A screen appears for you to enter a group number and a description for the group You can work with both new and existing groups If a group has already been entered for the group number you specify it will appear and be available for changes Enter the following data 1 Group Enter the number which identifies this group 2 Description Enter the description for the group When you are through adding groups press Tab Changing Groups Select Change inquire groups from the Maintain groups menu Enter the number of the group you want to change or inquire into or use the option Option F1 to scan through the groups on file Make any necessary changes When you are through press Tab Deleting Groups Select Delete groups from the Maintain groups menu Enter the number of the group you want to delete or use the option Option F1 to scan through the groups on file You will be asked OK to delete record Answer Y to delete the group or type N If there are no more groups to be deleted press Tab Printing Groups Select Print groups from the Maintain groups menu Time and Attendance Groups Samco Software Inc 6 2 SAMCO Building business and technology relationships Chapter 7 Occupations amp Wages Introduction Every employee must have an occupation code which determines the following 1 Job description o
37. at it knows who is using which card number When the card is run through the time clock the 7 digit number which is encoded on the strip of the card is read by the time clock The clock then looks at the information you downloaded to it and then recognizes who is clocking in or out This information is then stored in its memory banks until you upload it into your computer for processing To Begin Select Setup gt Maintain system details gt Maintain pass cards from the 2 page of the T C main menu Editing Pass Cards This function is used to edit the information which will be both downloaded to the time clock s and retained for tracking who uses which pass card Select Maintain pass cards from the Pass cards menu This is the screen you see Time and Attendance Pass Cards Samco Software Inc 16 1 Enter the following information Card or Emp order Select which order you want this function to display Options C Card number order E Employee number order Start card Start emp Enter in the starting number to display or use the option Option Enter to begin displaying from the first employee or card number Card Employee Enter the card number this is located on the actual pass card itself or employee number depending on your previous display preference or if there are existing pass cards on file you may use one of the options Options TY to move among the cards entered Enter to change a
38. atch up to the employees work schedule When through entering pass cards press Tab Printing a Pass Card List Select Print pass card list from the Maintain pass cards menu From the screen displayed enter the following criteria for the report Time and Attendance Pass Cards Samco Software Inc 16 3 1 Sort order Enter from the options below how this report should be sorted Sorting means in what order employee name employee number or card number Options E to sort by employee name N to sort by employee number C to sort by pass card number 2 Start 3 End Enter the starting and ending key employee name employee number or pass card number to print or use the option Option F1 to print beginning from the first and or ending with the last From the Printer Selection window choose the printer destination for this report 3 Download Manager List to Clock This function is used to download from the pass cards entered a listing of the pass cards set to Manager down to the time clock s Select Download manager list to clock from the Maintain pass cards menu A message will appear on the screen advising you of what you are about to do and to confirm Y or N whether or not to continue Once the manager information has been downloaded to the clock s those managers who run their pass cards through the time clock will now be able to do more advanced functions directly from the clock itself Time and Attendanc
39. cally created by Time and Attendance Job Cost Transactions Time and Attendance interfaces with Samco s Job Costing system through Payroll The transactions created for Payroll include job information as set up in the job id function of T C When the payroll transactions are posted the job information can be pulled into Job Cost via the interface function Time and Attendance Regular Operations Samco Software Inc 3 2 LIOR Dow10 03 15 IN Time and Attendance Samco Software Inc Procedures Data Flow With Automated Time Clock gt POLL TIME CLOCKS Appends CLOCK RAW file Z LOAD CLOCK FILE Clears CLOCK RAW file and creates time transactions PRINT TIME CLOCK REPORT EDIT TIME TRANSACTIONS PRINT EDIT LIST EDIT TIME TRANSACTIONS POST TO PAYROLL o Clears time transaction file o Creates payroll trx in Samco Payroll o Updates T C Clock History file o Creates earnings file for payroll service CREATE A E R S FILE 3 3 Regular Operations Manual Time Entry Operations This section discusses the processing of time transactions without the aid of an automated time clock Entering Transactions Using the Time clock editing function manually key in your employee s daily time transactions Time Clock Report Run the Time clock report to check for any data entry errors Make the necessary changes through Time clock editing Edit List Run
40. ce to transfer Job Cost information through Canadian Payroll please refer to the next chapter titled Job ID Numbers with Job Cost Use this function to set up job ID s When an employee clocks in they can either manually enter in the job they will be working on see the chapter titled Time Clocks or the T C system can automatically set this for them see the chapter Pass Cards To Begin Select Maintain Job id Numbers from the Maintain System details menu on the 2 page of the T C menu Adding Job IDs Select Add job id from the Maintain job id numbers menu You then see the following screen Time and Attendance Job ID Numbers without Job Cost Samco Software Inc 14 1 Acme Enterprises 1 Job id 2 Short description 3 Long description 4 Active 5 Department 6 Occupation code You can work with both new and existing job id s If a job id has already been entered for this number you specify it will appear and be available for changes Enter the following information 1 Job id Enter a number for the job id 2 Short description Enter a short description to title the job This description will appear both on the time clock display and on most reports 3 Long description Enter a detailed description of this job 4 Active Answer Y if this job id is currently active or N if the job is inactive A job may be inactive if your company is involved in seasonal work You may want to set up a number of
41. chapter Time Clock Programs Samco has designed specific programs which are downloaded to the time clocks These programs are used by the clock to activate functions and track data Time Clock Files Time amp Attendance has a variety of functions used to create files which are subsequently downloaded to the time clock either from the individual function itself or as a batch through Time Clock Interface These files provide information to the time clock on Time and Attendance Time Clocks Samco Software Inc 20 5 Job ID s This is a list of all the valid job id s see the chapter Job ID Numbers A Samco program is in the clock to allow for the changing of job id s throughout the course of a work day or at the point of clocking in Manager List Pass card numbers can be identified as belonging to supervisor s manager s see the chapter titled Pass Cards Some functions on the time clock can only be completed with the use of a manager s card explained in further detail later on in this chapter Mode and Bells A list of times when the clock activates the buzzer and or changes the default mode clock in clock out or job id on the time clock see the chapter Clock Mode and Bells Clock Messages A list of messages which appear on the time clock display when an employee clocks in A birthday function is also incorporated to display a special message when an employee clocks in on their birthday see the chapter Clock Messages
42. ctions 7 Print comments Answer Y if you want comments to be included Time and Attendance Time Clock Report Samco Software Inc 22 3 SAMCO Building business and technology relationships Chapter 23 Editing Time Transactions Introduction The Time clock editing function is used to edit the transactions uploaded from the time clocks If you are not using time clocks you can use this function to manually enter in employee time transactions To Begin Select Time clock editing from the Time and Attendance main menu The following screen appears Editing Time Clock Entries EY MA TC Time chocke Time and Attendance Editing Time Transactions Samco Software Inc 23 1 You can work with existing time transactions and enter new ones Start date Enter the beginning date for time clock transactions you want to view or edit Employee Enter the number of the employee whose transactions you want to view or edit The employees name department number and occupation number are displayed from his her employee record along with all of the transactions from the start date entered Time Clock Transactions Each time clock transaction includes the following information Date This is the date the transaction occurred Ab If the employee arrived late left early was absent or a manager entered an absentee transaction this field will display the appropriate absent code In If this is a clock in transaction
43. culation method Enter the calculation method from the list below used by this transaction code Number Formula 01 Operator entered amount Initial value 02 Units X rate Initial value 08 Rate 100 X Previous amount Initial value 09 Rate 100 X Wage rate X 1 Initial value 10 Rate 100 X Wage rate X Units Initial value 13 Initial value Wage rate X Rate 100 X 1 14 Initial value Wage rate X Rate 100 X Units 17 Rate 100 X Wage rate Initial value X 1 18 Rate 100 X Wage rate Initial value X Units 5 Initial value You will notice that some of the above formulas include an initial value variable This can be used for workers that receive a base wage plus an hourly rate shift differentials which increase with overtime or shift differentials that do not increase with overtime Enter the initial value to be used by the calculation method selected in the previous field NOTE Negative values must be entered with either a trailing or leading sign i e 99 999 99 or 99 999 99 6 Rate Enter the rate used in the selected calculation method this is NOT the employee s wage rate Changing Transaction Codes Select Change Inquire trans code from the Maintain transaction codes menu Enter the number of the transaction code you want to change or inquire into or use the option Option F1 to scan through the transaction codes on file Make any necessary changes When you are t
44. cupation Enter the occupation this employee worked as for this time transaction 9 Hours Enter the number of hours 10 Gross Enter the gross earnings for this transaction 11 User fields Enter in a description for this transaction Time and Attendance History Samco Software Inc 19 3 12 Shift Enter the shift number When you are through adding history press Tab Changing History Use this function to change inquire into existing historical time transactions that have been either manually entered or posted through normal day to day activities Select Change Inquire history from the Maintain time clock history menu Next enter the employee date absent code if applicable level and sequence number of the historical transaction you wish to change or view or use the option Option F1 to scan through the time transactions on file Make any necessary changes When you are through press Tab Deleting Historical Data Use this function to delete historical time transactions that have been either manually entered or posted through normal day to day activities Select Delete history from the Maintain time clock history menu Next enter the employee date absent code if applicable level and sequence number of the historical transaction you wish to delete or use the option Option F1 to scan through the time transactions on file You will be asked OK to delete record Answer Y to delete the time
45. cvecees 4 First Last Day Worked Report ssssssessesssessessscsscossossessecsscosseseesecesseees 5 AERS Earnings Fl wives a a ea dawn venue dvnd ca cedsonie we REE a EEE AE ai i iA 28 1 P rgi ng Historical Datassist renie na inene p E EE EE EERE 29 1 Initializing Data Files visscxsticradands inter sadecsuteeiiavernsansad E EEE EEEE ETAS A 1 File UE UES ai aae n eE E a RE on baw nen perc A e A AR RE sua EEN AE B 1 Cornupted data tiles casicccnaveevoies a a intact e 1 Exporting a FiIlG sssnarecrevacnnsunsacresnawaauag aaneateavanu enn EEOAE E E AEE AN E RA 2 Rebuilding Data Files ssessecsersesesseceecsessscesecoeccseroseosecseessersseeseseee 6 Interfacing with Payroll and Job Cost ssssssssesscsssessssssesscossossseseessceeso C 1 CIOCK Taw Forma tesnenie uch aren aie Ea e eon ciadesirn wa EEEE e D 1 Time and Attendance Table of Contents Samco Power Accounting 3 SAMCO Building business and technology relationships Chapter 1 Getting Started Introduction The Samco Time and Attendance is a comprehensive software application that allows you to replace your manual punch card time clocks with an automated solution Relieving the time consuming and tedious task of manually calculating and entering employee time information What do you need Samco s Time and Attendance Computer system Automated Time Clock optional Magnetic Strip Cards optional RS 232 Cable optional Samco s Canadian Payroll o
46. departments which may be referenced by other programs IMPORTANT NOTE This particular function shares the same data file with the Samco Canadian Payroll system If your Payroll is already set up you do not have to re enter department information To Begin Select Setup gt Maintain System details gt Maintain departments from the 2 page of the T C main menu Once departments are setup the screen may look something like the following Time and Attendance Departments Samco Software Inc 5 1 4 MA TC Departments Enter Maintain departments Department File Eat AR IC OF SA AP PC GL IC PO PI TC SF Help SOx GaevxXwt td Cee neo Description De pt 000 i wN Unit 2 M5 Ol Freight FL70 Unit 4 MARL 10 Ford F800 Unit 7 M2 5 Drill Unit 8 MST Unit 9 MARL FN80 89 Unit 11 MARL 10 Unit 12 M4 5 Unit 14 Ford F800 Unit 15 M1 3T Unit 16 M2 5T Unit 17 Mustang Loader Unit 18 Daewoo Forklift Unit 19 Chieftan M10T Unit 20 DGD 2000 TTT unit 21 86 Ford F700 TAB exit ENTER change F2 add F3 delete PgDn Use the following editing functions Enter To change a highlighted department F2 To add a new department F3 To delete a highlighted department Department Enter an alphanumeric code for the department Description Enter a description for the department When through entering departments press T
47. ds relatively easily The JOB ID key yellow on the DCM 10 and F1 on the IT4100 on the time clock is used for this exact function This key actually has two functions It can be used to change the job id of an employee who is already clocked in and it can set both an employee s job id and their clock in time The clock uses a basic three step approach to changing or setting job ids Step 1 If the clock display is not requesting Job id press the JOB ID key once The clock will now show request for a Job id Step 2 Enter in the valid 4 digit job id number followed by the ENTER key The short description as entered in Job ID Numbers will read out on the display If this job id does not exist the clock will beep and the display won t change To re enter a job id entered in error simply press the JOB ID function key and enter in the proper job id Step 3 Swipe the pass card through the slot The time clock will now store a record that the employee changed job IDs at a certain time When this record is processed by Time and Attendance it checks to confirm that the employee has been clocked in If no clock in is detected for this employee a clock in record is automatically created Trouble Shooting What if an employee enters in a valid job id but it is not the one they want No problem Simply have them press the JOB ID function key and they can re enter the proper job id It is not until the employee passes the
48. e 10 Time level 2 name 11 Time level 3 name 12 Time level 4 name 13 Posting export type No export in posting 14 Model of timeclock Synel SY 760 family 15 Definition file name samco 16 Use new clock screen Y Field number to change Enter the information as follows 1 Interface to payroll Answer Y if you will be interfacing T C with Canadian Payroll Since T C extracts information from Payroll you have to set up your Payroll first If you are running Time and Attendance as a stand alone module answer N 2 Interface to job cost Time and Attendance interfaces with Job Cost via Samco s Payroll For this reason if you set the previous field to N you will not be allowed to set this field to Y If you are interfacing your Samco Job Cost with the Payroll system and want the Time and Attendance payroll transactions to include job information answer Y Time and Attendance Control File Samco Software Inc 4 2 Answer N if you are either not interfacing Payroll to Job Cost or if you do not want job information included with the payroll transactions or if you are not interfacing T C with Payroll 3 Interface to personnel If you are also running the Samco Personnel Manager package and wish the information generated by Time and Attendance to be integrated with the Personnel package answer Y to this question otherwise respond N 4 Use contract numbers If you have employees working on different cont
49. e Pass Cards Samco Software Inc 16 4 SAMCO Building business and technology relationships Chapter 17 Clock Mode and Bells Introduction This chapter discusses how to set the times the time clock changes its default mode clock in clock out etc and when it rings the optional buzzer horn Default Modes When an employee goes to clock in the display on the time clock will show the date mode or default key and the time the mode or default key being equal to clock in clock out job ID change or a supervisory function If the display shows clock in they only have to run the card through the clock Otherwise they press the key assigned to change modes Sounding the Horn Buzzer Most time clocks offer an optional relay for attaching to a horn or buzzer This is most commonly used for sounding the start of work breaks or the end of the day To Begin Select Setup gt Maintain system details gt Maintain keys and bells from the 2 page of the T C main menu Editing Keys and Bells Select Edit keys and bells from the Maintain keys and bells menu Time and Attendance Clock Mode and Bells Samco Software Inc 17 1 This is the screen you see Enter in the following information Start time Enter the time the clock should change modes or sound the buzzer or if there are existing times on file you can use one of these options Options TY To move among the times entered Enter to change a hig
50. e Time Clock Journal generated by this function to print a detailed transaction listing for each employee 7 Period end date Enter the period end date these transactions apply to Time and Attendance Post to Payroll Samco Software Inc 25 3 SAMCO Building business and technology relationships Chapter 26 Stat Holiday Creation Introduction Use this function to automatically generate time transactions for statutory holidays After the stat holiday time transactions have been created run a time clock report to check for any errors or omissions make any changes run an edit list to check for the correct payroll earnings calculations make any changes and post the transactions to payroll To Begin Select Stat holiday creation from the Time and Attendance main menu Time and Attendance Stat Holiday Creation Samco Software Inc 26 1 4 TC TC Stat holiday creation K OF SA AP lt Acme Enterprises Inc Please enter 1 Start employee E 2 End employee 3 Holiday date 4 Shift Press F1 for First Create Holidays Enter the following criteria for creating holidays 1 Start employee 2 End employee Enter the range of employees to create stat holiday days for 3 Holiday date Enter the date the holiday falls on 4 Contract Enter the contract number to include with this holiday creation only appears if turned Time and Attendance Stat Holiday Creation Samco Software
51. e a date that is a Monday Time and Attendance Work Schedules Samco Software Inc 13 2 5 Work which days Enter Y for the days worked and a blank for the days in the cycle never worked When through entering work schedules press Tab at the first field Change Inquire Work Schedules Select Change Inquire work schedule from the Maintain work schedules menu Enter the code of the work schedule you want to change or inquire into or use the option Option F1 to scan through the work schedules on file Make any necessary changes When you are through press Tab Deleting Work Schedules Select Delete work schedule from the Maintain work schedule menu Enter the code of the work schedule you want to delete or use the option Option F1 to scan through the work schedules on file You will be asked OK to delete record Answer Y to delete the schedule or type N If there are no more work schedules to be deleted press Tab Printing Work Schedules Select Print work schedule list from the Maintain work schedules menu From the Printer Selection window choose the printer destination for this report Time and Attendance Work Schedules Samco Software Inc 13 3 SAMCO Building business and technology relationships Chapter 14 Job ID Numbers Without Job Cost Introduction This section is designed for those not interfacing Time amp Attendance with the Samco Job Cost module If you are using Time amp Attendan
52. e and Attendance Shift Definitions Samco Software In 11 6 the time An exception would be if employees were expected to clock out for the coffee break however this is not usually the case Clocking in and out for coffee breaks can be confusing and cause a great deal more work when working with the daily clock in out files generated by the time clock When you are through adding shift definitions press Tab at the first field Changing Shift Definitions Select Change Inquire shift defn from the Maintain shift definitions menu Enter the contract number day type and shift number of the shift definition you want to change or inquire into or use the option Option F1 to scan through the shift definitions on file Make any necessary changes When you are through press Tab at the first field Deleting Shift Definitions Select Delete shift definition form the Maintain shift definitions menu Enter the contract number day type and shift number of the shift definition you want to delete or use the option Option F1 to scan through the shift definitions on file You will be asked OK to delete record Answer Y to delete the shift or type N If there are no more shifts to be deleted press Tab at the first field Printing Shift Definitions Select Print shift definition list from the Maintain shift definitions menu If you are using contract numbers see Maintain T C Control File you will be prompted to enter the followin
53. eeo 21 1 Download Glock Files wisiccccacinewcncnnede tekaeetshanypsaqeuminc EEEE EE ES 1 Poll Time ClO CK ic teens ech cetweuieal cae eevecamaateasaudolaniaw a a E aana cats 2 Loading The Clock Filer arreire annaia ne iaeia E E EA EE TEE Eaa 2 SHOW Clock StaluSicccvstevecncaeds ce eiri n nea aE E wis Ware EE EN E ETA 2 Set Clock Date eand TIME seehorse orain cies cea Ee dae canes oe ep adore EES a 4 Time Clock RE POM sus ctivorcreeai eine ries ema a E E ia 22 1 Editing Time Transactions soci csadsccnieecesaseesdeuie ie ciiecccsade ces vbaessadstedewieeeeces 23 1 Edit SETS oe 5 seit Sues were ein cts ed win eee oc aad g tape ba aie eg ee ane ae eae Ones manana eeuees 24 1 Post tO Payroll cs cscdedeaceveeisndecndetdcaccatpedncdtucestvecsacdestassecevecessevsdedeaess 25 1 Time and Attendance Table of Contents Samco Power Accounting 2 Stat Holiday Creavionic cae cece toys weenat annoy dente cocewneeaee lx hoes a taeuare ane sepia 26 1 REDONES ssrutessadatid siesta ns E EEEE OE EERE asleasmuarvect ruas Re EEEE EE 27 1 Weekly In Out SUMMALYcsncstesirwstews cauceasher vihacdnea Al sabawere ch iaaceagastrcharacens 1 Employee Work Calendar cccccsscscescccccencccccccccssessesessesssscsesscsscsones 2 Employee Weekly SUMMALY ccccccsescssccccccrccsccccncesessessssssesccsesscsecsenes 2 History Dy BMplOvee sssri corinne i a E EEE E a aa 3 History By Code eisiciecde tenes ecisud eicesececin db ein biedve de cbcstcs sudecrpegasecbieeeite
54. f the following options to edit the time transactions for this employee Options TY to move from one entry to another Enter to edit the highlighted entry F2 to add a new entry F3 to delete the highlighted entry F5 to override the calculated hours F6 to split the hours between job ids Tab to finish editing this employee s time transactions Time and Attendance Editing Time Transactions Samco Software Inc 23 3 When you are finished editing the time clock transactions re run the time clock report to make sure there are no more errors Next run the Time clock edit list to check the payroll transactions All About Time Transactions The process of tracking employee time is extremely complex Automating such a process becomes nearly impossible not to mention tedious and complicated unless the software is allowed to make a few assumptions Samco s Time and Attendance was designed in conjunction with companies with very demanding needs In these environments the need to utilize a form of artificial intelligence was vital How does T C break out time levels Time and Attendance allows for four levels of time per shift see Maintain shift definitions When the times uploaded from the clocks are processed by T C they are matched up to a shift definition This is where the total time for the day is broken out between the time levels Time and Attendance Editing Time Transactions Samco Software Inc 23 4 SAMCO Build
55. g 1 Start contract 2 End contract Enter the range of contract numbers you wish to print the shift definitions for Follow the screen instructions Time and Attendance Shift Definitions Samco Software In 11 7 SAMCO Building business and technology relationships Chapter 12 Absent Codes Introduction Use this selection to enter the absent codes These codes are used by Time amp Attendance to track absenteeism and lateness Every company will need at least one absent code to enter statutory holiday transactions even if absenteeism is not being tracked To Begin Select Setup gt Maintain system details gt Maintain absent codes from the 2 page of the T C main menu Adding Absent Codes Select Add absent code from the Maintain absent codes menu You then see the following screen Time and Attendance Absent Codes Samco Software Inc 12 1 24 MA TC Maintain absent codes File fat AR IC OF SA AP PC GL JC PO PI TC S Help SOXGaevewts COO AROGI dpa ER You can work with both new and existing absent codes If an absent code has already been entered for the number you specify it will appear and be available for changes Enter the following information 1 Absent code Enter the character which identifies this absent code Here are some typical absent codes with descriptions Absent without leave Statutory holiday Jury duty WCB claim Doctor s appointment Sick leave Late clock in Other ornuse
56. he interface function Time and Attendance Regular Operations Samco Software Inc 3 4 Procedures Data Flow Manual Time Entry MANUALLY ENTER CLOCK TRANSACTIONS THROUGH TIME CLOCK EDITING PRINT TIME CLOCK REPORT EDIT TIME TRANSACTIONS PRINT EDIT LIST EDIT TIME TRANSACTIONS 4 POST TO PAYROLL o Clears time transaction file o Creates payroll trx in Samco Payroll o Updates T C Clock History file o Creates earnings file for payroll service CREATE A E R S FILE Time and Attendance Regular Operations Samco Software Inc 3 5 SAMCO Building business and technology relationships Chapter 4 Control File Introduction This function allows you to set up some of the default information of the Time and Attendance system The data entered into the Control File will control various functions through T C and in many cases will supply default answers To Begin Select Setup Maintain T C control data from the second page of the T C main menu This is the screen you see Time and Attendance Control File Samco Software Inc 4 1 TC Maintain TAC control file Kk OF SW A eC OG KK PO OM Tc CUFF Help Acme Enterprises 1 Interface to payroll 2 Interface to job cost 3 Interface to personnel 4 Use contract numbers 5 Late absent code 6 Leave early absent code 7 Absent code 8 Stat holiday code Late i es es Absent Stat CIES 9 Time level 1 nam
57. highlighted card F2 to add a new pass card Time and Attendance Pass Cards Samco Software Inc 16 2 F3 to delete a highlighted pass card F4 to print a listing of pass cards Job ID Enter in a valid job ID or use the option Option Enter to leave the field blank This field is optional and is only applicable if the employee is working on one job for an extended period of time or if they will be entering their job ID manually Managers Enter up to three different manager s employee numbers or one of the options Option Enter to leave the field blank F1 To specify that this employee has manager status Manager status allows them to do certain functions from the LIOR time clock that a regular employee cannot due i e change an employee s job ID clock people in or out without a pass card etc For more information on where the manager s employee number is used see the function on Time Locks in the chapter titled Time Clocks Cont This field only displays if you are using contract numbers see the chapter titled Control File Enter in the contract for this pass card The contract number entered here is associated with the contract number in shift definitions When Time amp Attendance is calculating who belongs to which shift it first pulls the contract number and then matches up the time It is imperative that the contract number entered here be used as a contract number in the shift definition and that they m
58. hlighted time F2 F3 Default key to add a new time to delete a highlighted time Enter the mode the default key should change to from the following options Options 1 2 3 4 Buzzer time Time and Attendance Samco Software Inc Change to clock in mode Change to job id change mode Change to supervisor mode Change to clock out mode Clock Mode and Bells 17 2 Enter the length of time in seconds the buzzer should sound for or use the option Option Enter to leave blank if no buzzer is to sound When finished editing keys and bells press Tab Downloading Keys Bells to Clock Before any changes you make to the bells and keys file are available you must first download the changes to the clock s To do this select Download keys bells to clock from the Maintain keys and bells menu A message will appear on the screen advising you of what you are about to do and to confirm Y or N whether or not to continue Once the time information has been downloaded to the clock the changes will take place immediately Time and Attendance Clock Mode and Bells Samco Software Inc 17 3 SAMCO Building business and technology relationships Chapter 18 Employees Introduction Use this function to create and maintain basic employee information Including Group Department Occupation Wage Rate Work schedule Pay Frequency Interfacing with Canadian Payroll The Samco Canadian Payroll system maintains i
59. hrough press Tab Time and Attendance Transaction Codes Samco Software Inc 9 3 Deleting Transaction Codes Select Delete transaction code from the Maintain transaction codes menu Enter the number of the transaction code you want to delete or use the option Option F1 to scan through the transaction codes on file You will be asked OK to delete record Answer Y to delete the code or type N If there are no more transaction codes to be deleted press Tab Printing Transaction Codes Select Print transaction code list from the Maintain transaction codes menu From the Printer Selection window choose the printer destination for this report Time and Attendance Transaction Codes Samco Software Inc 9 4 SAMCO Building business and technology relationships Chapter 10 Day Types Introduction This function allows you to define day types for each month Defaults are provided for each month but you should adjust each month for your company s set up Day types are used to differentiate between a normal work day a day that pays double time and a statutory holiday The codes you use should be consistent as they are required when setting up the shift definitions see the following section To Begin Select Setup Maintain system details gt Maintain day types from 2 page of the T C main menu Enter the following data Year Enter the year for the month you are setting day types or use the option Option
60. hrough your computer s serial port using standard RS 232 straight through cable the cable should be no longer than 500 without a signal enhancer or repeater Installation Quick Item Labels is installed like any other Samco Power Accounting module Please refer to the section Adding a New Module in the Changes After Installation chapter of your Installation Guide Product Features Interfaces with Samco Canadian Payroll and Job Cost Handles up to 99 time clocks Tracks clock in clock out coffee breaks etc Handles job tracking Utilizes magnetic employee cards similar to credit cards Allows for four levels of overtime shift definition and differentials Easy to use time entry editing interface Prints a weekly summary of the hours worked per week per employee Prints exception report and allows editing of time clock data Maintains employee time history for quick access to important data Relays the data to the payroll package as an open transaction file At this point the normal payroll edit posting cheque creation cycle can begin Interfaces with PC Wand portable data collection devices for remote changing of job IDs Ideal for warehouse environments or job sites where managers need to change job functions for employees on the fly v Generates AERS file for remittance to Revenue Canada RMN NOS RN SR ORR S Support Desk This package comes with 30 days free support If you require assistance we can be reached at S
61. i gt 2 Description Enter the description for the absent code 3 Clock code Enter in the clock code numeric equivalent Since the time clock has only a numeric keypad a supervisor entering an absent transaction for an employee would enter the numeric equivalent If using a time clock a supervisor enters the absent code else it is Time and Attendance Absent Codes Samco Software Inc 12 2 entered by someone in the office For example if the union contract stipulates that the company will pay for employee emergencies and an employee leaves for such an emergency the employee would clock out and the supervisor could then enter directly into the time clock the absent entry using the numeric equivalent So if the absent code for personal emergencies was P and the Clock Code was 17 the supervisor would enter the absent code as 17 For more information on transactions manually entered by a supervisor directly into the time clock see the chapter titled Time Clocks 3 Payment information Enter in the payment information which applies to this absent code or if there are existing payment entries you can use the following options Option N to move among the payment information entered Enter to change the highlighted payment information F2 to add new payment information F3 to delete the highlighted payment information Below are a couple examples of how these codes might apply to certain situations Example 1 Statuto
62. ime clock will now store a record that the employee clocked in at a certain time Clocking Out The time clock uses a basic two step approach to clocking out Step 1 If the clock display is not showing OUT press the OUT key once The clock will now show the date OUT and the time Step 2 Swipe the pass card through the slot The time clock will now store a record that the employee clocked out at a certain time Setting The Default Mode In order to avoid confusion and mistakes you may want to set up the Keys and Bells function within Time and Attendance to automatically set the clock to default to clock in or clock out at certain times This way employees only have to pass their card through Trouble Shooting What if an employee clocks out instead of in This is not a problem Simply have the employee re clock in When the person responsible loads the clock file an error will be reported They can then manually delete the clock out record This works the same if an employee clocks in instead of out What if an employee s pass card won t read Have a manager manually clock them in or issue them a new pass card The person responsible for the T C system can then enter the new pass card information into Time and Attendance This will not affect the payroll files at all Time and Attendance Time Clocks Samco Software Inc 20 8 Changing Job IDs For many companies it is important that employees be able to change job i
63. ing business and technology relationships Chapter 24 Edit List Introduction Use this function to generate an edit list for reporting time clock payroll transactions This report must be run prior to running the Post to Payroll function To Begin Select Time clock edit list from the Time and Attendance main menu The following screen appears Time and Attendance Edit List Samco Software Inc 24 1 Process time clock transactions Acme Enterprises Inc Please enter 1 Start date 2 End date 3 Start employee 4 End employee 5 Pay frequencies 6 Print trx detail Enter the start of the payroll period or F1 to find earliest date from trx Enter the following criteria for which transactions to report 1 Start date 2 End date Enter a date range for transactions to be included on the report 3 Start employee 4 End employee Enter a range of employees to include on the report 5 Pay frequencies Enter up to five of the employee pay frequencies to include in this report or use the option Time and Attendance Edit List Samco Software Inc 24 2 Option F1 to include all employee pay frequencies 6 Print trx detail Answer Y if you want to print a detailed transaction listing for each employee Time and Attendance Edit List Samco Software Inc 24 3 SAMCO Building business and technology relationships Chapter 25 Post to Payroll Introduction Use this function to po
64. ing data file If you answer C create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file A screen displays for you to confirm or cancel this operation Answer Y or N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they are store Once complete select a printer destination for the restore log A restore log shows the file s restored the number of records per file and the date and time NOTE You can use the Convert and Restore functions on an entire data file to recover disk space from a file that has been purged or compressed or from a file that has had many deletions First do a full first record to last record Convert of the file then do a full Restore of the converted file using the C Create new data file option Rebuilding Data Files There are two reasons for rebuilding your data files 1 one or more file has been damaged or 2 to clean out deleted records and reorganize the files for optimum performance IMPORTANT Be sure to make a backup of the data files before you run the rebuild To begin select File utilities gt
65. ion listed above will have been preset if these packages are already in place Step 5 Control Data Set up the Time and Attendance control data for your company see the chapter titled Control Information Step 6 Detail Information Time and Attendance Setting It Up Samco Software Inc 2 2 With the aid of the manual and your preparatory work do the following menu selections in this order Maintain employees Maintain system details Maintain clock messages Stat holiday creation Maintain time clock history As was mentioned in Step 4 Homework users that are interfacing to Canadian Payroll may not need to set up all of these functions Step 7 Download Time Clock Data Once the Time and Attendance control and detail files are set up you will need to download some of this information to the automated time clock see the chapter titled Time Clock Interface Step 8 Testing Before entering data for all the employees within the company it is best to do some testing This will allow you to get familiar with T C establish routines and verify that you are doing things correctly To do this the following steps are recommended 1 Backup all data files 2 Experiment with all of the programs in the sequence you will use them on a day to day basis 3 Compare the results obtained from your experimentation with those you expected to get This is particularly important if you are interfacing with Job Cost and or Canadian Pa
66. ir card through the swipe that a record is created What if an employee changes to the wrong job id Time and Attendance Time Clocks Samco Software Inc 20 9 This one is a little more complicated not catastrophic but a little more challenging The person responsible for Time and Attendance should be notified of this mistake so that they can manually edit the employees clock record for that day from the Time Clock Editing function What if an employee presses the job id function key by accident All they have to do is press the function key they actually want to use No damage is done Time Locks Samco has incorporated a manager s lock time function which works something like a funnel for time Basically when this is turned on all employees whose pass cards are associated to a certain manager will have their clock in times automatically changed to the lock time This is most useful in making sure that employees do not abusively clock in when a manager is not in to supervise NOTE Only pass cards with manager status can use this function Pass Cards When the pass cards for the employees were defined each employee was assigned up to three managers or supervisors This function is where that comes into effect Lock Time There are four steps to setting the lock time Step 1 If the clock is not requesting Lock time _ press the MANAGERS key until it displays Step 2 Enter in the time HH MM 24 hour format
67. jobs but only a few would be active at a time 5 Department Time and Attendance Job ID Numbers without Job Cost Samco Software Inc 14 2 Enter the department associated with this job id or use the option Option Enter If the employee s department doesn t change for a job leave this blank The time transactions for the employee will then use the department in the employee s record 6 Occupation code Enter the employee s occupation code for this job id or use the option Option Enter If the employee s rate of pay doesn t change for a job leave this blank The time transactions for the employee will then use the occupation code and corresponding rate of pay in the employee s master file When through entering job id s press Tab at the first field Change Inquire Job ID Numbers Select Change Inquire job id from the Maintain job id numbers menu Enter the code of the job id you want to change or inquire into or use the option Option F1 to scan through the job id s on file Make any necessary changes When you are through press Tab from the first field Deleting Job ID Numbers Select Delete job id from the Maintain job id numbers menu Enter the code of the job id you want to delete or use the option Option F1 to scan through the job id s on file You will be asked OK to delete record Answer Y to delete the job id or type N If there are no more job id s to be deleted press Tab Print Job ID List
68. l between the previous From and To fields will be changed to this For example if this shift has a normal clock out time of 1700 or 5 00pm you may want to set these fields to handle clock outs between 1700 and 1715 to become 1700 Any clock outs between 5 00pm and 5 15pm will become 5 00pm As was mentioned earlier this is for those situations where you have a number of employees clocking out which may take some time 12 Clock in roundoff min 13 Clock out roundoff min These roundoff times are used for those times that fall outside of the Modify clock times Enter in the nearest digit to roundoff to The roundoff minutes may be one of 1 2 3 4 5 6 10 15 20 30 or 60 whole divisables of 60 minutes This is used most commonly in circumstances where you only pay in increments of 5 minutes 10 minutes 15 minutes 30 minutes or hourly For example if you set the clock in roundoff to 15 and an employee clocked in at 0809 their clock in time would be rounded up to 0815 the nearest 15th minute Or if the same employee clocks in at 0807 their clock in time would be rounded down to 0800 the nearest 15th minute Option Enter to leave the fields blank Payment information These fields are used to define the payment information for this shift Each shift can have up to four levels of pay This is usually used for regular time supper breaks regular overtime and double time Code The time level code description as entered in
69. lection window choose the printer destination for this report Time and Attendance Employees Samco Software Inc 18 5 SAMCO Building business and technology relationships Chapter 19 History Introduction Time and Attendance keeps a file with the complete history of all employee time transactions A function is also provided for the manual editing of this file should you need to make a correction after a transaction has been posted or if you are setting up T C for the first time you can use this function to set up information for future reporting purposes To Begin Select Maintain time clock history from the 2nd page of the T C main menu Adding History To add historical time transactions select Add history from the Maintain time clock history menu This is the screen you see Time and Attendance History Samco Software Inc 19 1 H MA TC Maintain time clock history File tat AR K OF SA AP PC Gl PO Maintain time clock history Acme Enterprises Add 1 Employee 2 Date 3 Absent code 4 Level 5 Sequence 6 Job ID 7 Department 8 Occupation 9 Hours 10 Gross 11 User fields 12 Shift From this screen you can work with both new and existing historical information If a historical record has already been entered for the information specified that record will appear and be available for changes 1 Employee Enter the ID number of the employee 2 Date Enter the date of the
70. loyee or use the option Time and Attendance Employees Samco Software Inc 18 3 Option F1 to scan through the groups on file Each employee must belong to a group Even if you do not need employee groups you should set up at least one default group see the chapter titled Groups 9 Department Enter the department number for this employee or use the option Option F1 to scan through the departments on file Each employee must belong to a department Even if you do not need employee departments you should set up at least one default department see the chapter titled Departments 10 Occupation Enter the occupation code for the employee or use the option Option F1 to scan through the occupations on file This is the occupation code that corresponds with the employee s rate These rates have already been established in the System details earlier If you wish to enter a rate for an employee directly you will need an occupation code with a zero rate 11 Hourly rate This field is automatically filled in by the occupation code You may only enter a rate if the occupation code has a zero rate see the chapter titled Occupations and Wages 12 Pay frequency Enter in the pay frequency for the employee number of times a year they get paid The choices are 10 12 13 20 22 24 26 or 52 periods per year 13 Work schedule Enter in the employees work schedule code or use the option Option F1 to leave the field
71. mployee for either a three or twelve month period This information is drawn from the historical data retained by Time and Attendance and does not include information not yet posted To begin select Employee work calendar from the Time clock reports menu A screen appears for you to enter the following report criteria 1 Start employee 2 End employee Enter a range of employee numbers to include on this report 3 Start date Enter the date to begin reporting on or use the option Option F1 to default to the Beginning of the week 4 Format Answer D for a detailed three month report or S for a twelve month summarized version Employee Weekly Summary This report summarizes the number of hours worked and earnings on a weekly basis To begin select Employee weekly summary from the Time clock reports menu A screen appears for you to enter the following report criteria Time and Attendance Reports Samco Software Inc 27 2 1 Start employee 2 End employee Enter the range of employee numbers to include on this report 3 Start date Enter the date to begin reporting on or use the option Option F1 to default to the Earliest The system will automatically set the date on the report to the nearest starting work day for the week History by Employee Use this function to generate a report showing a breakdown of hours and earnings for a specified period of time by employee This information can be broken
72. n AEE wan EEE EEEN EEEE EE ENEA 12 1 Adding Absent CodeS serierinesveresressesir us teriaren teni TaI EDENE EVA i 1 Changing Absent COdES ricorre awk pan viene Creires enes k eir end Mawes ka EUER CETERAE ES Eak 3 Deleting Absent COdeSseicsrcirasii rerni onrera rE E EE OE TEE 4 Work Schedules s nessensessssssscssossoscsroerososseersecseeseseeseesesressereerseeo 13 1 Adding Work Schedules icccicendencvoarsevnedannkneupuatergwacacwawvecadesieswacksaeneaixndess 1 Time and Attendance Table of Contents Samco Power Accounting 1 Change Inquire Work Schedules cece ccc tcsteseseeeeseeecececcccceecesesseees 3 Deleting Work Schedules sensensessesoesosresosrosrsecseoerseeseesesseseesesseseeeo 3 Job ID Numbers Without Job Cost cece cece ence eeec cece cece eect eeeeeeeeeeeees 14 1 Adding JOD IDS os canes acess dedes a AEA E EEE R EES e A EASE PT R ERA 1 Change Inquire Job ID Numbers sssensessssesseseesessesseseseessssoseoseseeseesese 3 Deleting Job ID Numbers essessessssssssosecsessscosecoeccsesoscoseceeecsersscoseseee 3 Job ID Numbers With Job Cost ssssessesessossossssoseoseseeseosessesessesseseeso 15 1 Adding Job DSen e aE EEEa EEE AEEA A EAE Ea E Ea 1 Change Inquire Job ID Numbers ssnsensesessesseseeseesessesoseosessoseosesseseesese 4 Deleting Job ID Numbers sessssesseseesoesesessoseosesseseosesseseosesseseeeeseeseeee 4 PASS CardSercirecsire i terito eose E NEEESE ENRE
73. n for a period of time For example if an employee had jury duty the manager could enter in Time and Attendance Time Clocks Samco Software Inc 20 12 an absentee transaction into the time clock for this employee Or if dentist appointments are paid for the employee could clock out and back in and the manager would enter in an absentee transaction for the time away To enter absentee transactions Step 1 If the clock is not showing Absent code press the MANAGERS key until it displays Step 2 Enter in the numeric absent code for the transaction see the chapter Absent Codes for more information Step 3 Enter in the date MM DD from the numeric keypad followed by the ENTER key Step 4 Enter in the amount of time 99 99 format from the numeric keypad followed by the ENTER key Step 5 At this point the manager can either enter in the employee s card number from the numeric keypad followed by the ENTER key or swipe the employee s pass card through the slot Step 6 The manager then swipes his her pass card through and presses the ENTER key when their name is displayed The clock will now retain an absentee transaction record for this employee Time and Attendance Time Clocks Samco Software Inc 20 13 SAMCO Building business and technology relationships Chapter 21 Time Clock Interface Introduction In this chapter we will discuss how to download programs and files to the time clock s and how to
74. n master record 2 The hourly wage rate Although an employee has only one occupation code in their employee record it may be changed at transaction entry This is often referred to as the employee s home occupation If you wish to enter a rate that varies from the standard occupation codes you will need an occupation code with a zero rate This will allow you to enter a miscellaneous rate directly on the employee s master record see the chapter Employees This particular function shares the same data file with the Samco Canadian Payroll system If your payroll is already set up you do not have to re enter occupation and wage information Check the section in your Samco Canadian Payroll user manual for more detailed information on the affects of Occupations and Wages within the Payroll and Time amp Attendance system To Begin Select Setup gt Maintain system details gt Maintain occupations and wages from the 2 page of the Time amp Attendance main menu Adding Occupations Select Add occupations from the Maintain occupations and wages menu A screen appears for you to enter an occupation number a description and a wage rate Time and Attendance Occupations amp Wages Samco Software Inc 7 1 You can work with both new and existing occupations If an occupation has already been entered for the number you specify it will appear and be available for changes Enter the following data 1 Occupation code Enter the n
75. n mode From here on this key will be referred to as the IN key Red Clock Out Sets the clock to clock out mode From here on this key will be referred to as the OUT key Yellow Job ID Sets the current job id for the employee It will also clock them in if they have not already done so From here on this key will be referred to as the JOB ID key Grey Manager functions This key has five functions lock out time unlock time manually clock in an employee manually clock out an employee and create absentee transactions From here on this key will be referred to as the MANAGERS key Each function is explained in further detail later on in this chapter Numeric Keypad This keypad is used for manager functions and for setting the job id There are two Time and Attendance Time Clocks Samco Software Inc 20 2 special keys on this pad C Clear Press this key to clear the previous character entered For example if you wanted to enter a job id of 0900 and entered 0901 you would press the C key till the display was cleared for you to re enter the number fa Enter Press this once you have finished entering data into the time clock For example after entering your job id you would press J to complete the entry From here on this key will be referred to as the ENTER key Card Swipe To pass a card through the card swipe place the magnetic strip side of the card at the top and to the right Pull the card down through the s
76. nce interfaces with various models of the LIOR and IdeaTech magnetic strip card readers with clock interface Other models of data collection devices may be supported since the publication of this manual Each employee will require a unique magnetic ID card Each card must contain the associated ID number which is assigned in T C This number is a 7 digit number with leading O s for ID numbers shorter that 7 i e 0000109 5003442 or 0099345 would all be valid ID numbers Both the time clock and cards may be purchased through Samco Software Inc Please contact your account representative for further details Printer Time and Attendance requires either a 132 column printer or the ability to print 132 columns in compressed print Memory Memory requirements are determined by the operating system Below is a table outlining the amount of free memory after the operating system has been loaded for the system to function properly Op Sys Minimum Recommended Linux Unix 512Kb 1024Kb Windows 4MB 8MB Hard Disk A hard disk is required in order to run Time and Attendance The amount of free space available is dependent upon the number of employees the number of daily time transactions and the amount of history you wish to retain At least 5Mb of space should be available before loading this module Time and Attendance Getting Started Samco Software Inc 1 2 Communications Time and Attendance communicates with the automated time clock t
77. ncluded Follow the screen instructions 3 Purge date Enter the cut off date All time transactions prior to this date will be purged out of the system permanently A purge report will then be generated Time and Attendance Purging Historical Data Samco Software Inc 29 1 SAMCO Building business and technology relationships Appendix A Initializing Data Files Introduction Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions To Begin CAUTION Don t use this function unless you really want to initialize a data file Any data file initialized will have all its information completely erased Log into your Samco top level directory and type tcinit Enter the company ID you want to initialize Time and Attendance data files for Enter Y beside each file you want to initialize enter N at each file you do not want to initialize 1 Company file This file contains your company s name address and various information about how your software runs and your General Ledger accounts structure 2 Password file This file contains the passwords and each user s right within the Samco system 3 T C control file Time and Attendance Ini
78. ns File Eat AR MK OF SA AP PC Gl ce PO BM Te POOS j t Maintain shift definitions Acme Enterprises Payment information Code Time or Hours Trx codes 13 RT 14 OT Breaks Time or Hours Bonus Skip Hours Clock in roundoff min Clock out roundoff min Enter the following data 1 Contract This field only displays if you answered Y to using contract numbers in the Time amp Attendance control file Enter the contract number this shift definition applies to 2 Day type Enter the day type this shift definition applies to It should correspond to one of the day types that have been established in the day type definitions and is usually W D or a 3 Shift Time and Attendance Shift Definitions Samco Software In 11 2 Enter a unique number that identifies the shift for that contract number and or day type 4 Entry from to Enter the expected entry time range for this particular shift or use the option Option Enter to leave the fields blank This is the range of time allocated to actually clocking in for this shift NOTE Times are in 24 hour format e g 1400 2 00pm 0800 8 00am 5 Shift from to This field is used to track employees clocking in late or clocking out early When an employee comes in late or leaves early the system will create both the transaction for their shift worked as well as a transaction indicating they arrived late or left early If you are not tracking late arrival or ea
79. ock definition file CCLKFILTC Clock transaction file CCLKTRXTC Clock history file CCLKHISTC Card file CCARDFITC Employee file CPLEFILTC Transaction code file PLCFILTC Payroll system file CPLSFILTC a 2 3 4 Nie 6 7 8 9 Please enter device for export file Please enter device size in kilobytes Press F4 for All Please select file Enter the number of the corresponding file or use the option Option F1 To select All files to restore Please enter device for converted file Enter the drive letter for the disk or disk which contains the converted file NOTE For Linux Unix users it doesn t matter what letter is entered as the file must always reside in the root Samco directory of the fixed disk i e u ssi Please enter device size in kilobytes Enter up to a 5 digit number which represents the device you are restoring from in kilobytes or use the option Time and Attendance File Utilities Samco Software Inc B 5 Option F1 Unlimited The following table shows some of the more common devices sizes in kilobytes 1400 Double sided high density 3 1 2 disk Unlimited Hard disk drive NOTE If you choose to restore All files the screen skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY AND ENDING FILE KEY prompts C Create or A Add You are asked whether to C create new data file or A add records to exist
80. odes file This file contains the system details information shared by both T C and P C These include departments groups occupations amp wages status codes and government information Time and Attendance Initializing Data Files Samco Software Inc A 2 13 P C control file This file contains a number of parameters that define your Canadian Payroll structure Each parameter defines specific values to be used in other programs Time and Attendance Initializing Data Files Samco Software Inc A 3 SAMCO Building business and technology relationships Appendix B File Utilities Introduction In this chapter we will discuss how to e Repair a corrupted data file e Recover disk space by converting then restoring a data file that has been purged or compressed e Convert data into a format that can be used by many popular spreadsheet word processing and data base programs Corrupted data files Data file corruption does not occur very often but you do need to be aware of it This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages If this occurs or if you begin to get unusual results while using your Samco software and suspect that there may be a corrupted dat
81. opriate communications port Here is a sample of what the CLOCKDEF file looks like This line specifies that clock unit 0 is on line 1 using protocol 7 clock0 1 7 This line specifies that line 1 is on COM1 1200 baud 8 data bits 1 stop bit no parity line1 COM1 1200 8 1 N Step 3 Use the Download all time clock files function from the Time clock interface menu in Time and Attendance Step 4 The time clock is ready to use The remaining sections of this chapter will explain how to Clock in Clock out Set job ID numbers Lock and unlock time Manually clock in and out an employee Enter absentee transactions eee ete Oe o Clocking In and Out Clocking in and out are the most basic functions handled by any time clock This section explains the basics of clocking in and out The sections on Changing Job IDs and Manual Clock In Out will explain more advanced ways of using these basic functions Time Clock Display As was mentioned earlier the time clock displays what mode it is currently in By default the clock will display IN This can be changed by pressing one of the other function keys on the clock Clocking In The time clock uses a basic two step approach to clocking in Step 1 Time and Attendance Time Clocks Samco Software Inc 20 7 If the clock display is not showing IN press the IN key once The clock will now show the date IN and the time Step 2 Swipe the pass card through the slot The t
82. ou want printed or use the option Option F1 to end printing from the last job id on file 3 Print clock message Answer Y if you want the short description which is displayed on the time clock included on this report N to exclude it Time and Attendance Job ID Numbers with Job Cost Samco Software Inc 15 4 Print Job ID Descriptions This function generates a simplified report showing only the job id number and the long description Select Print job id descriptions from the Maintain job id numbers menu From the Printer Selection window choose the printer destination for this report Download job ids to clocks This function is used to download the job id numbers and descriptions to the time clock Select Download job ids to clocks from the Maintain job id numbers menu A message appears for you to confirm that you want to download the new job information Time and Attendance Job ID Numbers with Job Cost Samco Software Inc 15 5 SAMCO Building business and technology relationships Chapter 16 Pass Cards Introduction Samco s Time amp Attendance works in conjunction with automated time clocks Employee s clock in using pass card s that look like credit cards Each pass card has a strip on the back which magnetically retains the 7 digit card number Before using these cards you must first tell Time amp Attendance who is using which card number This information is then downloaded to the time clock s so th
83. ptional Samco s Job Cost optional All of Samco s application software packages work on hundreds of different computer hardware and operating system platforms Including those running MS DOS Windows Windows NT Linux Unix UnixWarelBM AIX and DG UX If you have any questions about compatibility please call our Sales and Customer Information Department at 1 800 663 2080 or 604 597 4211 NOTE Samco s Time and Attendance does not require a dedicated computer system If you already have a computer system a supported time clock can be attached to it via standard RS 232 cable no longer than 500 without a repeater or signal enhancer How does it work Time and Attendance Getting Started Samco Software Inc 1 1 Very simply The employees punch into the automated time clock using magnetic strip cards like credit cards The time clock stores the clock in out employee number and job id in its internal memory until retrieved by Samco s Time and Attendance also referred to as T C The data is retrieved through the T C software by a simple menu selection Once retrieved the data can then be edited reported and used to generate payroll transactions for the Samco Canadian Payroll or a third party payroll service If you do not plan on using an automated time clock T C also supports the entry of time transactions through a time sheet style entry function Hardware Requirements Time Clock Currently Samco s Time and Attenda
84. purged Time Clock Report Time and Attendance Regular Operations Samco Software Inc 3 1 Run the Time clock report to check for any errors such as employees clocking out but not back in employees who clocked in but not out etc Make the necessary changes through the Time clock editing function Edit List Run a Time clock edit list to validate the calculated payroll transactions These transactions will be sent over to the Payroll transaction file for the calculation of deductions and the generation of payroll cheques only when used in conjunction with Samco s Payroll system Make the necessary changes through the Time clock editing function Post Transaction Post the time transactions to the time clock history file and the payroll transaction file using the Post to payroll function This function also creates the earnings file for your payroll service if turned on in the Time clock control file and purges clears out the time clock time transaction file Generate AERS File This function only applies to those in industries required to submit automated earnings files for the federal government Run the Create earnings file function and send the file away for processing Payroll Transactions As was mentioned earlier the Post to payroll function generates the payroll transactions for Samco s Payroll system If you are using this package you will now be able to complete the payroll cycle using the transactions automati
85. r or later the system will deduct both the clock out time and the time allocated to the break Hours The length of the break The system is also smart enough to understand that employees may clock out for personal reasons dental appointment family emergency etc Basically when the system calculates breaks it only charges breaks to employees who are actually clocked in at the time the break is supposed to occur So for example if an employee is supposed to have a 30 minute lunch break which is deducted from their time at 12 00pm and they clock out at 11 00am and clock back in at 1 30pm for a dental appointment the system sees that they were not clocked in for the lunch break and does not deduct it from their time Here are a couple of examples of how the system uses the Skip field Example 1 Using the break schedule below Time or Hours Bonus Skip Hours 12 00 3 00 N Y Oo If an employee clocks out at 11 00am and back in at 11 28am the system sees that they are supposed to have a 12 00pm lunch break and only deducts 30 minutes for the actual time they were clocked out Example 2 Using the break schedule below Time or Hours Bonus Skip Hours 12 00 3 00 N N 5 If the same employee clocks out at 11 00am and back in at 11 28am the system will deduct both their 30 minute mandatory break and the 28 minutes they were clocked out Note It is unusual to define coffee breaks if the company pays the employee for Tim
86. racts on the same shifts answer Y Contracts are used in most cases in union environments to indicate the particular union contract a shift applies to If you are not a union shop you may want to set this to Y for added flexibility when setting up shift definitions 5 Late absent code 6 Leave early absent code NOTE These two fields are optional and can be left blank Enter the absent code for employees arriving late and leaving early if you will be using work schedules or use the option Option Enter to leave the field blank if you are not using work schedules for tracking late and early arrival If you have not yet set up your absent codes through the System details function you can leave the fields blank and return back to fill them in at a later time If an employee arrives late or leaves early the transaction will have the late or leave early code attached to it When the transactions are posted the historical records are updated This information will then be available for reporting purposes 7 Absent code Enter the absent code for employees who do not clock in Most companies will need at least one absent code to pay sick leave 8 Stat holiday code Enter the absent code which represents statutory holidays Most companies will need at least one absent code to pay statutory holidays 9 Time level 1 name 10 Time level 2 name 11 Time level 3 name Time and Attendance Control File Samco Software Inc 4 3
87. rly leave times this field can be left blank Enter actual shift cycle starting and ending time or use the option Option Enter to leave the fields blank NOTE Times are in 24 hour format e g 1400 2 00pm 0800 8 00am 6 Hours shift This field is used to track the amount of time an employee should be working during this shift If an employee clocks into this shift and then clocks out for a couple of hours the Time and Attendance system will notice that they left for a couple of hours Creating a transaction for the actual time worked and a transaction for the time they were absent If you are not tracking net shift time this field can be left blank Enter in the actual length of time the shift should calculate over and undertime for or use the option Option Enter to leave the field blank 7 to 11 Modify clock time from to becomes These fields allow you to have a clock in out range to take care of bottlenecks at the time clock From Enter in the starting time in 24 hour time format Any clock in or clock Time and Attendance Shift Definitions Samco Software In 11 3 out times between this and the next field will be changed to the becomes time To Enter in the ending time in 24 hour time format Any clock in or clock out times between this and the previous field From will be changed to the becomes time Becomes Enter in the replacement time in 24 hour time format Any clock in or clock out times which fal
88. rs now Otherwise these fields will be skipped 9 Reference Enter a cross reference description that relates to this job id When a transaction is posted in Canadian Payroll and Job Cost this information will be available for future reference When through entering job id s press Tab at the first field Time and Attendance Job ID Numbers with Job Cost Samco Software Inc 15 3 Change Inquire Job ID Numbers Select Change Inquire job id from the Maintain job id numbers menu Enter the code of the job id you want to change or inquire into or use the option Option F1 to scan through the job id s on file Make any necessary changes When you are through press Tab from the first field Deleting Job ID Numbers Select Delete job id from the Maintain job id numbers menu Enter the code of the job id you want to delete or use the option Option F1 to scan through the job id s on file You will be asked OK to delete record Answer Y to delete the job id or type N If there are no more job id s to be deleted press Tab Print Job ID List This function generates a detailed report on all job id number information Select Print job id list from the Maintain job id numbers menu Enter the following information 1 Start job id Enter the number of the first job id you want printed or use the option Option F1 to begin printing from the first job id on file 2 End job id Enter the number of the last job id y
89. ry Holiday Contract Day type Shift Trans CodeHours day 1 H 1 RT 8 In this example the employee is being paid RT for 8 hours on day types H holidays Example 2 Left Early Contract Day type Shift Trans CodeHours day 1 W 1 In this example if the employee arrives late they are not paid because the transaction code is left blank Changing Absent Codes Select Change Inquire absent code from the Maintain absent codes menu Enter the absent code you want to change or inquire into or use the option Time and Attendance Absent Codes Samco Software Inc 12 3 Option F1 to scan through the absent codes on file Make any necessary changes when you are through press Tab at the first field Deleting Absent Codes Select Delete absent code from the Maintain absent codes menu Enter the absent code you want to change or inquire into or use the option Option F1 to scan through the absent codes on file You will be asked OK to delete record Answer Y to delete the absent code or type N If there are no more codes to be deleted press Tab at the first field Printing a List of Absent Codes To print a list of the absent codes select Print absent codes list from the Maintain absent codes menu Time and Attendance Absent Codes Samco Software Inc 12 4 SAMCO Building business and technology relationships Chapter 13 Work Schedules Introduction Use this function to set up basic work schedules Work
90. s Enter the following information 1 Job id Enter a number for the job id 2 Short description Enter a short description to title the job This description will appear both on the time clock display and on most reports 3 Long description Time and Attendance Job ID Numbers with Job Cost Samco Software Inc 15 2 Enter a detailed description of this job 4 Active Answer Y if this job id is currently active or N if the job is inactive A job may be inactive if your company is involved in seasonal work You may want to set up a number of jobs but only a few would be active at a time 5 Department Enter the department associated with this job id or use the option Option Enter If the employee s department doesn t change for a job leave this blank The time transactions for the employee will then use the department in the employee s record 6 Occupation code Enter the employee s occupation code for this job id or use the option Option Enter If the employee s rate of pay doesn t change for a job leave this blank The time transactions for the employee will then use the occupation code and corresponding rate of pay in the employee s master file 7 Job number Enter the valid Job Cost job number this job id is for The job s status is automatically displayed 8 Cost item Enter the valid cost item number this job id relates to Sub job Chng job If you are using sub and change jobs enter their numbe
91. s report 4 Start employee 5 End employee Enter the range of employee numbers to include on this report 6 Start 7 End Enter the range of job id department or occupation codes to include on this report 8 Detail type Enter the type of detail you want each code broken down by from the options listed below Options E Employee detail J Job id Time and Attendance Reports Samco Software Inc 27 4 D Department A Date O Occupation S Summary only 9 Include unposted trx Answer Y to include those transactions not yet processed by the Post to payroll function or N to include only historical information 10 Each code on a new page Answer Y to put each code on a separate page or N for a continuous report First Last Day Worked Report Use this function to generate a report showing either the first days worked or the last days worked for a period of time for all employees To begin select First last day worked report from the Time clock reports menu A screen appears for you to enter the following information 1 First or last date Enter F to generate a first day worked report or L to generate a last day worked report 2 Start datE 3 End date Enter the date range to include in this report Time and Attendance Reports Samco Software Inc 27 5 SAMCO Building business and technology relationships Chapter 28 AERS Earnings File Introduction Use this function to create an A
92. schedules list which days of a given period of time to work on Each employee is given a work schedule code from which a work schedule report can be generated A company may need only one work schedule typically a 7 day week with five days worked A company involved in seasonal work may have a number of work cycles To Begin Select Maintain system details gt Maintain work schedules from the 2 page of the T C main menu Adding Work Schedules Select Add work schedules from the Maintain work schedules menu This is the screen you see Time and Attendance Work Schedules Samco Software Inc 13 1 4 MA TC Maintain work schedule codes File E amp AR K DE SA AP PC 5t f ue n Maintain work schedules Acme Enterprises Add 1 Work schedule 2 Description 3 Length in days 4 Start date 5 Work which days You can work with both new and existing work schedules If a work schedule has already been entered for this number you specify it will appear and be available for changes Enter the following information 1 Work schedule Enter the code which identifies this work schedule 2 Description Enter the description of the work schedule 3 Length in days Enter the number of days for this work cycle between 1 and 31 4 Start date Enter the start date for this work schedule This is a sample start date so the program will know where to start its calculations If your work cycle is Monday to Friday us
93. st the time clock transactions to the payroll files for the generation of payroll cheques As well this function generates the export file for your payroll service purges the time clock transaction entry file loaded from the clock and creates historical records for reporting The Time Clock Journal is also produced showing the posted transactions To Begin Select Post to Payroll from the Time and Attendance main menu Time and Attendance Post to Payroll Samco Software Inc 25 1 24 TC TC Post to payroll _ File Edt AR K OF SA AP PC GL FA K PO BR PL CL FP PS TC TB PA OX R SF Help SOXGaeVvXWts ces nag q lt gt a S i Process time clock transactions Acme Enterprises Inc Please enter 1 Start date 2 End date 3 Start employee 4 End employee 5 Pay frequencies 6 Print trx detail 7 Period end date Enter the start of the payroll period or F1 to find earliest date from trx Enter the following criteria for which transactions to post 1 Start date 2 End date Enter a range of dates for transactions to include in this posting 3 Start employee 4 End employee Enter the range of employees to include in this posting 5 Pay frequencies Enter up to five of the employee pay frequencies to include in this posting or use the option Time and Attendance Post to Payroll Samco Software Inc 25 2 Option F1 to include all employee pay frequencies 6 Print trx detail Answer Y if you want th
94. the Installation Guide will have been included with your initial purchase Step 2 Preparation New Installation Time and Attendance Setting It Up Samco Software Inc 2 1 If you are not using any existing Samco applications you will need to set up a company before setting up Time and Attendance This is outlined in the System Functions User Manual Existing Samco Installation If you already have existing Samco applications running you will want to add the Time and Attendance as a menu selection This is done through Company File Maintenance see Company Data in the System Functions user manual Step 3 Get Acquainted To get an understanding of what is involved in the tasks ahead briefly review each chapter of this user manual Step 4 Homework The T C system will be installed with the least amount of frustration if the majority of the work is done on paper before sitting down at the computer console There is no substitute for planning Read the following chapters writing down on paper the company s requirements for Employee Information Time Levels Departments Groups Occupations and Wages Status Codes Transaction Codes Government Data Shift Definitions Day Types Work Schedules Job ID Numbers Pass Cards Clock Messages Statutory Holidays If you are interfacing Time and Attendance with Samco s Job Cost and or Canadian Payroll packages we highly recommend that they be set up first Much of the informat
95. the Time and Attendance Control File It corresponds to the various levels of time for your company i e regular time overtime double time and triple time Time or Hours Enter in the Time in 24 hour format at which this time level should start being paid or after the number of Hours worked or both Time and Attendance Shift Definitions Samco Software In 11 4 As this is a rather complicated field to explain in brief we have provided an example in the paragraphs following the field descriptions Trx codes Enter the transaction codes that apply to this time level of this shift As many as three transaction codes may be entered here Example Below is an example of the Payment information for a standard 8 hour shift which begins at 8 00am and ends at 5 00pm Payment information Code Time or Hours Trx codes 14 STAND 08 00 00 100 15 OVER1 17 30 9 50 200 16 DINNR 18 30 10 50 220 300 17 OVER2 20 30 12 50 400 In the above employees are paid payroll transaction code 100 for either work commencing at 8 00am or whenever they clock in whichever comes first The next level pay OVER1 uses payroll transaction code 200 and commences at 5 30pm or after they have worked a total of 9 5 hours whichever comes first The third level of pay DINNR is the employees paid supper break This level uses payroll transaction codes 220 and 300 and commences at 6 30pm or after 10 5 hours whichever comes first The final pay level
96. the entry time is displayed here Out If this is a clock out transaction the time is displayed here Cn The contract number is displayed here If the system cannot match this transaction to a specific shift this field will appear blank Day This is the day type as set in Maintain day types from the System details menu Sh The shift number is displayed here If the system cannot match this transaction to a specific shift this field will also appear blank Job id Time and Attendance Editing Time Transactions Samco Software Inc 23 2 The job id this employee clocked into is displayed here Dept By default the system uses the department from the employee s file Occup By default the system uses the occupation code from the employee s file Level 1 This is the first level of time as set up in the applicable Shift definition the description comes from the Time clock control file How Time and Attendance separates time is discussed later on in this chapter Level 2 This is the second level of time as set up in the applicable Shift definition the description comes from the Time clock control file Level 3 This is the third level of time as set up in the applicable Shift definition the description comes from the Time clock control file Level 4 This is the fourth level of time as set up in the applicable Shift definition the description comes from the Time clock control file Editing Transactions Use one o
97. tializing Data Files Samco Software Inc A 1 This file contains a number of parameters that define your time clock structure Each parameter defines specific values to be used in other programs 4 T C codes file This file contains the system details information specific to the operations of T C which do not affect Payroll These include day types absent codes work schedule codes job id numbers and keys bells 5 Shift definition file This file breaks down the various employee shifts which are then used to calculate the time levels for payroll transactions 6 Clock transaction file This file contains the records uploaded from the time clock s Data in this file is edited reported on and then posted to the Payroll files and T C history 7 Clock history file This file contains historical time clock information which has been posted from the Clock transaction file 8 Card file The card file contains the pass card information for all employees 9 Employee file If you are interfacing with Samco Canadian Payroll this file is shared between the two applications It holds the primary employee information needed by both systems 10 Employee auxiliary file This file is an extension of the Employee file If you initialize the Employee file you should also initialize this file 11 Transaction code file This file contains all of the payroll transaction codes used by T C to calculate employee earnings 12 Payroll c
98. time transaction 3 Absent code Enter the absent code if applicable or use the option Time and Attendance History Samco Software Inc 19 2 Option Enter to leave the field blank 4 Level Enter the order in which this historical time transaction occurred Since T C does not actually archive the clock in out times it tracks each day s time records in a numeric sequence 0 absent code transactions 1 9 clock in out transactions When the time transactions are posted see Post to Payroll the system replaces the actual times with a number which corresponds to the order they occurred When entering history you would enter absentee code transactions with a level 0 the clock in as 1 and sub sequent clock outs or job id changes as 2 through 9 5 Sequence Enter the sequence number in which this time transaction occurred different from the level This is used only when an employee changes job ids departments or occupations otherwise this field should be left blank If an employee does not change job id department or occupation over the course of the day all of their time transactions will appear as a blank sequence As soon as they change the sequence becomes 01 and all subsequent time transactions become 01 Should they change again the sequence becomes 02 etc 6 Job id Enter the job id for this transaction 7 Department Enter the department this employee worked in for this time transaction 8 Oc
99. ts own employee data which Time and Attendance draws upon For this reason the ability to add or delete employees when interfaced with Canadian Payroll has been removed In order to add change or delete an employee you must do this through the Maintain employee data function within Canadian Payroll To Begin Select Setup gt Maintain employees from the 2 page of the T C main menu Time and Attendance Employees Samco Software Inc 18 1 Adding Employees Select Add employees from the Maintain employees menu This is the screen you see Acme Enterprises 1 Employee code 2 Surname 3 First name 4 Middle Init 5 Status 6 Social Ins 7 Birth date 8 Started date 9 Terminated date 10 Group 11 Department 12 Occupation 13 Hourly rate 14 Pay frequency 15 Work schedule Enter employee number or press F1 for next employee number You can work with both new and existing employee records If an employee record has already been entered for the number you specify it will appear and be available for change NOTE This function is only available if you are not interfacing Time and Attendance to Samco s Canadian Payroll Enter the following information 1 Employee code Time and Attendance Employees Samco Software Inc 18 2 Enter the number which identifies this employee 2 Name Enter the employee s name usually last name first 3 Status Enter the status code for this employee or
100. umber which identifies this occupation 2 Description Enter the description for the occupation 3 Hourly rate Enter the default hourly wage rate for this occupation If an occupation has a variety of wage rates you can enter 0 here to signify that it varies Only employees with occupation codes that default to 00 can have their wage rate changed through the Maintain employee function When you are through adding occupations press Tab Changing Occupations Select Change inquire occupation from the Maintain occupations and wages menu Enter the number of the occupation you want to change or inquire into or use the option Option F1 to scan through the occupations on file Make any necessary changes When you are through press Tab Deleting Occupations Select Delete occupation from the Maintain occupations and wages menu Enter the number of the occupation you want to delete or use the option Option F1 to scan through the occupations on file You will be asked OK to delete record Answer Y to delete the occupation or type N If there are no more occupations to be deleted press Tab Printing Occupations Select Print occupations from the Maintain occupations and wages menu From the Printer Selection window choose the printer destination for this report Time and Attendance Occupations amp Wages Samco Software Inc 7 2 SAMCO Building business and technology relationships EN Chapter 8 Status
101. unction pulls the data from the time clock s and appends a file called CLOCK RAW Once this is done you should run the Load clock file function to create time transactions You can poll the time clocks as often as you want before running Load clock file as every time you poll you are simply adding new records to the CLOCK RAW file Loading The Clock File Select Load clock file from the Time clock interface menu This function takes the data from the CLOCK RAW file and creates time transactions These transactions can then be edited reported on and used for creating payroll transactions Once run all of the data in the CLOCK RAW file is cleared out Show Clock Status Select Show clock status from the Time clock interface menu This function is used to view system information about your time clock s When selected the system goes out and pulls information from the clock s and displays it as follows Time and Attendance Time Clock Interface Samco Software Inc 21 2 00 03 05 99 14 44 49 110v on 12von 5vok gt 03 05 IN 14 44 lt 0 0 The information line in this example translates as follows 00 MM DD YY HH MM SS 110v on 12v on 5v on MM DD HH MM 0 0 Time and Attendance Samco Software Inc Clock number if you have more than one clock multiple lines will display They are then identified by this number System date this is the current system date from your computer System time
102. use the option below Option F1 to scan through the status codes on file This code must have already been set up in the System details If the employee no longer works for you be sure to use a status code which indicates the employee is inactive 4 Social Ins Enter the employee s social insurance number S 1 N If the number is not known the field will accept a blank Since the government regulations for the recording of each employee s S I N are very strict it is strongly recommended that any blank numbers be only a temporary measure 5 Birth date Enter the birth date for the employee If this is not known at the time of entry this field may be left blank and filled in at a later time Although Time and Attendance does not do any payroll deduction calculations it does do some reporting and functions requiring the employee s birth date If you do not have this information readily available please be sure to enter it as soon as possible 6 Started date Enter the date this employee started working for you If this is not known at the time of entry this field may be left blank and filled in at a later time Time and Attendance uses this field for certain reports If the information required is not currently available please be sure to get it and update the employee record as quickly as possible 7 Terminated date Enter the date the employee ceased working for you 8 Group Enter the group number for this emp
103. wipe Be sure that the card goes through as vertically as possible If the card goes through correctly a short beep will be heard and the display will show the card number An incorrect pass through is noticeably identified by three loud beeps and the display will show card read error If however the magnetic strip is facing the wrong direction no beep will be heard and the display will show nothing About the IdeaTech IT4100 Time Clock Functionally the IdeaTech and Lior time clocks are virtually identical The only noticeable functional difference being the 2 line display and the named function keys 1 LCD Display This is where the time clock tells you what it is doing For some functions the display will request you for input either from the numeric keypad or by swiping a pass card 2 Card Swipe Slot This is where the pass cards are run through 3 LED Signals Signal the user as to the state of power if the battery is on and whether the pass card swipe was successful or an error occurred 4 Numeric Entry Keypad This is used to enter in job ids and for manual supervisory functions 5 Function Keys These keys are used to set the mode the clock is in clock in clock out and set job id and for various supervisory functions The time clock uses RAM Random Access Memory to store the clock in out information as well as the programs used for the supervisory functions An internal Time and Attendance Time Clocks
104. y bytes 17 to 46 aahhhhmmddnnnnnnnnnnnmmmmmmmmmm aa clock code as set up in maintain absent codes function hhhh number of hours absent with two implied decimal places mmdd date of absence nnnnnnnnnnn employee card number for absence mmmmmmmmmm_ manager s card number Any remaining bytes in the record are ignored In general card numbers are ten digits with leading zeros Any unused characters can be any character The clock unit number is not used by the software The transactions should be in order of the creation date time Time and Attendance Appendix D Samco Power Accounting D 2
105. you want all employee clock ins associated with this manager locked to followed by the ENTER key To re enter a time entered in error simply press the C key until it is cleared and input the proper time Step 3 Swipe the manager s pass card through the slot Step 4 Time and Attendance Time Clocks Samco Software Inc 20 10 The manager s name is displayed Press the ENTER key to confirm The time clock will now store a record that any employee pass cards associated with this manager will have their clock in times automatically set to a predetermined time Unlock Time To unlock the time do the following Step 1 If the clock is not requesting Stop lock press the MANAGERS key until it displays Step 2 Swipe the manager s pass card through the slot Step 3 The manager s name is displayed Press the ENTER key to confirm The time clock will now unlock the manager s time previously set Manual Clock In Out Many times employees will forget to clock in or out The time clock allows manager s to manually clock in and out employees quickly and easily for any day or time NOTE Only pass cards with manager status can use this function Manual Clock In To manually clock an employee in Step 1 If the clock is not showing Manual clock in press the MANAGERS key until it displays and press the ENTER key Step 2 Enter in the date MM DD from the numeric keypad followed by the ENTER key Step 3 Enter in the
106. yroll 4 Make any necessary corrections Record these changes for later use 5 Repeat step 2 above as often as necessary until there are no more corrections required 6 Restore the data files from the backup made in step 1 above 7 Make the changes you recorded in step 4 Step 9 Backup Do a backup of all of your data files You certainly do not want to do all this work again WARNING No software package should replace an existing system without first being tested Time and Attendance Setting It Up Samco Software Inc 2 3 against the existing one and comparing the results Only after a series of successful tests have been completed should the old system be terminated Regular Use When you have finished building your data files as above you will be ready to use Samco s Time and Attendance on a regular basis The remaining chapters in this manual show you how to Retrieve data from the time clock Edit clock in out data Generate time clock reports View employee time history Generate a payroll transaction file Appendix A explains how to initialize create from scratch your T C data files You may never need this function but it is included just in case If you use multiple companies you may have to create data files for each company with this selection Appendix B explains how to use the file utilities to do ASCII backups restore data and rebuild your T C data files Time and Attendance Setting It Up S

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Time & Attendance User Manual