Product Manual - Time Clock Experts
Contents
1. Click YES to continue o begin using TimeTrax the Payroll Setup must fi done Do you want to do Payroll Setup no No Later No Never PAYROLL SETUP Click the EDIT button to start Select your Pay Period Note Hourly employees paid on a Monthly and Semi Monthly basis could accrue overtime in one Pay Period that is applied to the next Select the day that your Pay Period starts on Select the time to begin the new Pay Period The time selected should be after the last out punch Click SAVE to continue Once saved click on of the previous pay period SETUP PAY CATEGORIES and before the first in punch of the current pay period TIMETRAX EZ PAY CATEGORIES SETUP Pay categories are classifications of employee hours Click EDIT to begin EDIT allows access to the screen for editing purposes It also doubles as SAVE When your selections are complete click Close to continue EMPLOYEE GROUPS SETUP x Your Payroll Setup can have up to 3 Employee Groups Note that an Employee Group has already been created for you when you first did the Payroll Setup Employee Groups are used to define a set of employees which have certain time clock calculations in common The Employee Group sets the rules for calculating overtime premiums based on extra hours worked assumption of missed punches rounding of punch times automatic lunch deductions and warnings for punches out of2. the system will never import any employees into TimeTrax EZ ALWAYS IMPORT When selected this option will always import the QuickBooks employee into TimeTrax EZ without asking ASK BEFORE When selected the system will always ask before it imports any employee into TimeTrax EZ NEVER EXPORT When selected the system will never export any employees from TimeTrax EZ PYRAMID STRONGLY RECOMMENDS USE OF THIS OPTION x coa 21 TIMETRAX EZ 22 ADP The following are instructions for setting up and using the ADP EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN A eee nera Choose EXPORT arn Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected Enter your company code as provided by ADP Select the drive and location where you want the export file to be saved Click CONTINUE EXPORT an
3. Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected Setup Create Export ProData will provide RATE CODES for this export Select the drive and location where you want the export file to be saved Click CONTINUE EXPORT and SAVE ANY CHANGES to export and save the file where you selected ProData will provide you with the file name for this export Congratulations you have successfully created and saved a PRODATA EXPORT file You will need to contact ProData to obtain steps on how to import the file you created and saved into ProData software gt 44 T me rax Conca Esport and Discors Any Changes Cominus Export and Save Any Changes 26 TIME amp ATTENDANLE SYSTEM QUICKBOOKS 2003 The following are instructions for setting up and using the QUICKBOOKS 2003 LINK EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Tuer muse uma meet CELL Select PAY PERIOD to be included in EXPORT w im
4. complete click FINISH Double click the ICON placed on your desktop to begin TIMETRAX EZ LOG IN WINDOW When the program is launched you are presented with the Log In Form A Time Trax es Log 1 USER MAME admin ADMIN uec m Enter ADMIN into USER NAME field o OTER pour USER NAME ant PASSWORD PRESS Ihe LOG IN hery to entem mangio Lage Enter PTI uppercase penre into PASSWORD field WARNING Ucor Name and Pasrword hints Above will NOT be shews after evt Log In INITIAL COMMUNICATION FORM After you successfully log in the system initializes communications with the time recorder attached to the PC When this is successfully accomplished you will see Recorder Found Successful Connection Click OK to continue Communications Level 4 Recorder Found _ Moset FTRETOO VER 5 05 The Time Recorder is connected correctly to this PC TIME amp ATTENDANCE SYSTEM TIMETRAX EZ SETUP WIZARD 2 Welcome to TimeTrax Your TimeTrax Time and Attendance System is an extremely easy to use system featuring Plug amp Play installation that can seemlessly grow with your company from a single terminal to a multi terminal system The imeTrax system can also optionally include synchronized wall clocks and bell horn systems This TimeTrax software comes with many features such as variable pay rates and pay periods and can export to most payroll systems
5. MUM EXTENT PERMITTED BY APPLICABLE LAW PYRA MID TECHNOLOGIES LLC AND ITS SUPPLIERS DIS CLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABIL ITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE TIMETRAX EZ SOFTWARE AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THE LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION Some states and jurisdictions do not allow disclaimers of or limitations on the duration of an implied warranty so the above limitation may not apply to you To the extent implied warranties may not be entirely disclaimed but implied warranty limitations are allowed by applicable law implied warranties on the TimeTrax EZ software if any are limited to ninety 90 days 9 LIMITATION OF LIABILITY TO THE MAXI MUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL PYRAMID TECHNOLOGIES LLC OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEV ER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE TIMETRAX EZ SOFTWARE OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SER VICES EVEN IF PYRAMID TECHNOLOGIES LLC HAS BEEN A
6. QuickBooks Screen In either Microsoft Explorer or Notepad open the file you just created Go into either Explorer or Notepad Open the Drive you saved the file in Change the File of Type to ALL FILES Look for the if with the name you assigned Open the file In the export file you just opened look on the top line for the field called COMPANYCREATETIME Under that field name and slightly to its left is a 10 digit number This is your QUICKBOOKS COMPANY NUMBER Record your QuickBooks Company Number It will always be needed to perform the export Once this is complete click CONTINUE EXPORT and save any changes Congratulations you have successfully created and saved a QUICKBOOKS EXPORT file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 31 TIMETRAX EZ 32 TROUBLESHOOTING GUIDE GENERAL TROUBLESHOOTING TIPS Software is acting in an unexpected manner Restart TimeTrax and see if that corrects the problem Reboot your computer and re launch TimeTrax Make sure you meet the minimum system requirements listed in the MINIMUM SYSTEM REQUIREMENTS section of this manual Software cannot locate the time recorder Following is an example of one of the messages you may see in TimeTrax EZ xl Punches r Communications Level 1 9 NWeReodesFowd Port Model Pen e COM Mo Commu
7. TO SORT by type of file 6 Select pyramid ini and all mdb files 7 Right click and copy files Folder Options 21 xj General View Fie Types Olfine Files TOM we Click VIEW TAB mm You can set all ol your folders to the same view emer ae Advanced settings 3 Files and Folders a O Display compressed files and folders with alternate color O Display the ful path in the address bar O Display the full path in title bar Hidden files and folders O Do not show hidden files and folders Show hidden fles and folders C Ad He extensions for known file types Make sure this box is E Hide protected operating system Hes Recommended unchecked C Launch folder windows in a separate process Remember each folder s view settings E Show My Documents on the Desktop a Restore Defauts Click APPLY then click OK OK Cancel Apply For Non Network PC users 1 Right click on your desktop 2 Select NEW and FOLDER 3 Open the folder right click and paste files 4 Transfer files to the new computer 5 Navigate to the TimeTrax directory and paste the files Examples of transfer methods are email attachment Pyramid does not recommend this method due to the size of the files Zip Disk or burn the files onto a CD or DVD For Network PC users Navigate to the TimeTrax directory of the computer you are moving the files to and paste the files 36 TIME amp ATTENDANCE SYSTEM QuickBooks Does Not Display Punch Information Af
8. a QuickBooks Employee record always update it with the QuickBooks enties mode n Employee Match Employee Import employee Export Whenever a record cennot be QuickBooks Employee matched to a TimeTrex Employee record r Always import the QuckBooks Employee record into C Time Trea Use this es the Defoull Employes Group No Detault Group Selected Ask when ambiguous matches occur q Ask betore importing the QuickBooks Employee record into Time Trex C Never import Employee watch Employee import Ere Epo Whenever a Time Trax Employee record cannot be matched to a QuickBooks Employee record q Always export the Time Trex Employee record into QuickBooks y Ask before exporting the TimeTrax Employee record into QuickBooks Never export Check this option to have TimeTrax EZ update your QuickBooks Employee data xj If ALWAYS IMPORT is selected you have the option to select an employee group that all new employ ees will be entered into by default xj Check this option to have QuickBooks update your TimeTrax EZ employee data PYRAMID STRONGLY RECOMMENDS USE OF THIS OPTION ALWAYS IMPORT When selected this option will always import the QuickBooks employee into TimeTrax EZ without asking ASK BEFORE when selected the system will always ask before it imports any employee into TimeTrax EZ Pyramid strongly recommends use of this option NEVER IMPORT when selected
9. equipment to the original user against defective material or workmanship for a period of 1 year from the date of purchase Proof of date of purchase is required for warranty service on this product Pyramid responsibility under this warranty is limited to the repair or replacement of the defective part or parts and repair or replacement is the sole discretion of Pyramid For Return Shipments to Pyramid the product must be shipped in its original carton or equivalent fully insured with shipping charges prepaid Pyramid will not assume any responsibility for loss or damage incurred in shipping Pyramid reserves the right to determine whether the parts failed because of defective material workmanship or other causes Failure caused by accident alteration misuse or improper packaging of returned unit is not covered by this warranty Any repair to the equipment other than by Pyramid voids the warranty Users in countries other than the USA should contact the Dealer from whom the unit was purchased The rights under this warranty are limited to the original user and may not be transferred to subsequent users Extended Hardware Warranties are available by calling Customer Support at 888 479 7264 for more information LIMITED SOFTWARE TECHNICAL SUPPORT Pyramid warrants the software and provides technical support assistance for a period of 90 days from the date of purchase Extended warranties technical support contracts
10. export with the setup options you have selected PAYCHEX will provide BRANCH CLIENT ID and SITE SEQ and whether or not to send hourly rate for this export Select the drive and location where you want the export file to be saved p a Tota Concet Export and SS iof area Click CONTINUE EXPORT and SAVE ANY CHANGES comm trean ma to export and save the file where you selected Save Any Changes PAYCHEX will provide you with the file name for this export Congratulations you have successfully created and saved a PAYCHEX PAYLINK EXPORT file You will need to contact PAYCHEX to obtain steps on how to import the file you created and saved into PAYCHEX software TIMETRAX EZ PRODATA EVOLUTION The following are instructions for setting up and using the PRODATA EVOLUTION EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN on mers 4 Choose EXPORT Sos N i Select PAY PERIOD to be included in EXPORT s imo sm oinm woore ete MT gt Select who is included in the EXPORT Choose either E peta e Le EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES
11. legal entity who will be referred to in this EULA as You and Pyramid Technologies LLC for the Pyramid Technologies LLC TimeTrax EZ Time Recorder amp Software Manager that accompanies this EULA including any associated media printed materials and electronic doc umentation the TimeTrax EZ software The TimeTrax EZ software also includes any software updates add on com ponents web services and or supplements that Pyramid Technologies LLC may provide to You or make available to You after the date You obtain Your initial copy of the TimeTrax EZ software to the extent that such items are not accompanied by a separate license agreement or terms of use By installing copying downloading accessing or oth erwise using the TimeTrax EZ software You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA do not install access or use the TimeTrax EZ software in such event the original purchaser may however return it to the place of purchase within thirty days of the date of original purchase for a full refund TIMETRAX EZ SOFTWARE LICENSE The TimeTrax EZ software is protected by intellectual prop erty laws and treaties The TimeTrax EZ software is licensed not sold 1 GRANT OF LICENSE This Section of the EULA describes your general rights to install and use the TimeTrax EZ software The license rights described in this section are subject to all other terms and conditions of thi
12. normal periods Do you want to setup Employee Groups now PAY CATEGORY Predefined classifications of employee hours Holiday Other Overtime 1 5 Overtime 2 Regular Sick Vacation RATE MULTIPLIER The rate at which the Pay Category is paid i e Holiday would be rate multiplier 1 if the employee is paid regular rate for the day If you choose to pay time and a half the rate multiplier is 1 5 APPLY TO WEEKLY OVERTIME Check box if category hours can accrue towards overtime CATEGORY CODE Provided by the payroll company if you are using one Ensures proper transfer of information from the pay category in TimeTrax EZ to your payroll service provider Click YES to continue TIME amp ATTENDANLE SYSTEM Click EDIT to start DAILY OVERTIME Choose how it is paid and after how many hours WEEKLY OVERTIME Choose how it is paid and after how many hours MONTHLY SEMI MONTHLY PAY PERIODS ONLY Must select the day and time that the workweek begins to calculate overtime correctly Max Hours Before Missed Punch Assumed The maximum number of hours an employee can work without punching before the system assumes the employee forgot to punch out Pay Interval Round Click Enable if you wish to use Pay Interval Rounding Divides each clock hour into intervals of 5 6 10 or 15 minutes The software automatically edits the punch time so that it is set to the start of the interval tha
13. of your rights therein if any Support Services Pyramid Technologies LLC may provide you with support services related to the TimeTrax EZ software Support Services The provision and use of Support Services is governed by the Pyramid Technologies LLC policies and programs described in the TimeTrax EZ software user manual and or in online doc umentation Any supplemental software code provided to you as part of the Support Services shall be considered part of the TimeTrax EZ software and subject to the terms and conditions of this EULA With respect to technical informa tion you provide to Pyramid Technologies LLC as part of the Support Services Pyramid Technologies LLC may use such information for its business purposes including for product updates and development Termination Without prejudice to any of Pyramid Technologies LLC s other rights Pyramid Technologies LLC may terminate this EULA if you fail to comply with the terms and conditions of this EULA In such event you must destroy any and all copies of the TimeTrax EZ software and all of its component parts 3 UPGRADES and SUBSCRIPTION If the TimeTrax EZ software is labeled or otherwise identified by Pyramid Technologies LLC as an upgrade or subscrip tion you must be properly licensed to use a product iden tified by Pyramid Technologies LLC as being eligible for the upgrade in order to use the TimeTrax EZ software A TimeTrax EZ software labeled or o
14. options you have selected PAYCHEX will provide BRANCH CLIENT and SITE NUMBER for this export Select the drive and location you want the export file to be saved Pyth Nene Foe Premi i matre Cancel Export wt Omars Ae urges Cortina Espart end sase dey Changer Click CONTINUE EXPORT and SAVE ANY CHANGES to export and save the file where you selected Congratulations you have successfully created and saved a PAYCHEX PREVIEW export file You will need to contact PAYCHEX to obtain steps on how to import the file you created and saved into PAYCHEX software TIME amp ATTENDANLE SYSTEM PAYCHEX PAYLINK The following are instructions for setting up and using the PAYCHEX PAYLINK EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN C mera ne 4 Choose EXPORT a Select PAY PERIOD to be included in EXPORT cera Bunsen Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the
15. the date If the pay category does not accrue towards overtime you will be required to choose either the PAY BY AMOUNT Dollar Value or PAY IN HOURS You can exclude special pay for employees who were hired less than a user definable number of days This is where you will setup the days that Individual Employees Employees within Employee Groups or Employees within Payroll Groups normally work ONLY THE REGULAR WORKWEEK This will set ONLY the workweek template for a specified individual or group You will enter what days make up your regular workweek ONLY THE PAY PERIOD WORKDAYS This will set ONLY the workdays for a specified individual or group You will enter the actual workweek i e Jane could not work Monday but worked Saturday instead you would uncheck Monday and check Saturday THE WORKDAYS AND WORKWEEKS This will set template for the normally worked days Workweek for a specified individual or group AND the Workdays for a specified individual or group Click OK to save changes 17 TIMETRAX EZ 18 REPORTS EXPORTS REPORTS When generating REPORTS you must select the PAY PERIOD you want included in the report as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES you want included in the REPORT Then select the REPORT you want to run fe mem eee xil Choose REPORT Click CREATE REPORT Select PAY PERIOD to be included in REPORT Select who is included in th
16. Category Code sess neste ety 8 COM Dott miii 33 Configure Tab 13 Contact Information Report 19 D Daily Overtime cna 9 Date Format us 13 Date Time esses ess 13 Daylight Savings Time 13 DB9 vio cr es 33 Delete P nch 4 osse moppie 16 Detail Pay History Report 19 Detailed Payroll Report 22 E Edit Panch sais cascada dere 16 Emergency Punch Download 34 Employee Details 11 Employee Export 22 Employee GrOUP 10 Employee Groups 8 Employee Import 20 Employee Match 21 Enable Lunch Warnings 10 F E12 K6y Costes EE 35 Deatutes csse eer rem en 3 Filter Out Punches 9 fits dte vecina naaa 11 Fourth Fifth Special Pay 17 G Generic Text scere enn 23 Get PUNCHES iss eerte Ree 15 Global Special Pay 17 Grace Window oooo o 10 H HatrdWate cotos ias 32 Hired iio ati ran er apes 11 Home Phone 46 ies sy nee 11 Hourly Pay Rate 11 Hours Summary Report 19 I Importing Employees from Quickbooks 20 Inactive si Soe hsc metuens 11 Inactive Employees 38 Initial Communication Form 6 Insert Punch scsi 16 Installing the Software 7 INtOdUC ON 3 ex eir ee 3 L last name iia as 11 Limited Hardware Warranty 42 Link Rules eee e mes 24 LogIn Windo
17. DVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE PYRAMID TECHNOLOGIES LLC S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA SHALL BE LIMITED TO THE AMOUNT YOU ACTUALLY PAID TO PYRAMID TECHNOLOGIES LLC FOR THE TIMETRAX EZ SOFTWARE OR SERVICE THAT DIRECTLY CAUSED THE DAMAGE BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU TIME amp ATTENDANLE SYSTEM TABLE OF CONTENTS What s in the BOX vainas e te xe drea b ee e d ea ee ees 1 Minimum System Requirements 52 20 0006 rk eer ER E RE 1 Cable Installation cessere essere ens heme ORE RR eens Rie ERROR oben 2 MATOJ CHON tar a ltd a 3 SA Sate ANAE EET E ETT 3 Using the Time Recorder ui esi esee daa E begat DRE Rd 3 Using Employee Cards iii vete e poo tegeret e Valise e 3 Installing the SoftW te eus ce orte t odo oboe boe o ED t os 4 Log In WIDndOW tii it eroe ea a eet DRE RU Se E n eb a 6 Initial Communication Form ssees eee he hee hehe ree 6 TimeTrax EZ Setup Wizard isses 7 Paytoll St soie tees Eod ict eti eer Aretes Gee sian dap o edere 7 Pay Categories SETUP viaria di Ga e hes qm ee uos 8 Employee Groups Setup ss ssese hte eme RH EE e peso SERE 8 Advanced Employee Groups Setup 0 ccc cece eh 10 Employee Details Setup cse sees eh he e ee ere er e wed ER RE E s 11 Vertical icom Bats accesos teens tes cw tec t Pete p Mou cast es 12 Configure Tab Including Date
18. Details Employee Details Assert Global Pay Viewing Options Date Time Setup Form Reports Exports and Retrieve Punch Data Regular These users can access all of the Restricted Users areas and the following Supervisor Functions Preferences Backups and Archive Reports Super These users can access all of the Restricted and Regular Users areas and the following Payroll Groups Employee Groups and Time Source and Sync Standards NOTE Please remember to save each user record TIME amp ATTENDANLE SYSTEM TIME SOURCE amp SYNC STANDARDS It is not necessary to make any changes on this screen ail TIME SOURCE STANDARD By default Time Recorder is the most reliable option for time keeping You can change the default to PC if you choose however PCs experience fluctuation by gaining and losing time TIME SYNCHRONIZATION STANDARD By default Powerline is the most reliable option for time keeping You can change the default to Crystal if you choose however internal crystals experience fluctuation by gaining and losing time SETUP TAB Addressed in initial TimeTrax EZ Setup Wizard PAYROLL TAB Get Punches At Login you are offered the option to download punches Pyramid recommends that you do this on a regular basis to prevent data loss Otherwise GET PUNCHES allows you to download punches when you are ready for payroll activities TimeTrax EZ will automatically recognize new punches and download only those not cu
19. E EMPLOYEES TIME amp ATTENDANLE SYSTEM For each employee go to edit button and uncheck the INACTIVE check box located under HOURLY PAY RATE From the PAYROLL ICON on the VERTICAL ICON BAR click GET PUNCHES Press the F12 key on your keyboard and the screen below will appear Click EMERGENCY DOWNLOAD ALL STORED PUNCHES Once the emergency download is complete make sure you go back and make the employees that you activated inactive again Click HIDE THE INACTIVE EMPLOYEES Tab Note Pyramid highly recommends the use of surge protectors to prevent data loss In the event that you are in an area where power surges are common Pyramid recommends the use of a battery backup system In the event that you cannot recapture your data using these methods please contact Pyramid for additional support Moving TimeTrax EZ From One Computer to Another Reload your TimeTrax EZ software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running You will need to copy the mdb files and the pyramid ini file from the TimeTrax folder located in C Program Files VPyramid directory 1 Right click on the START button of your desktop and select EXPLORE 2 Navigate to C Program Files Pyramid TimeTrax 3 From VIEW TAB click DETAILS 4 From TOOLS TAB click FOLDER OPTIONS 35 TIMETRAX EZ 5 Select TYPE
20. NNECTING POWER Connect the AC power supply fig F to a standard 115v wall power outlet fig G and also to the TimeTrax EZ unit fig E Two available options for connecting the TimeTrax EZ to your central PC fig A OPTION 1 PC has an available OPTION 2 PC only has a USB port Serial 9 pin COM port Converter fig C is sold separately Connect the white 50 RJ45 cable fig D Connect the white 50 RJ45 cable fig D to the RJ45 DB9 adapter fig B This will to the RJ45 DB9 adapter fig B and then then connect to the back of your PC fig A connect the optional RS232 USB adapter fig C to the back of your PC fig A TIME amp ATTENDANLE SYSTEM INTRODUCTION Congratulations on your purchase of the Pyramid TimeTrax EZ Time and Attendance System TimeTrax EZ takes proven card reader technology and combines it with the powerful TimeTrax EZ software to create a time and attendance solution that is both highly effective and easy to use Features e Standard 25 Employees upgradeable to 100 Weekly Biweekly Semi monthly or Monthly Pay Period Automatic overtime calculation Pay Interval rounding to 5 6 10 or 15 minutes Option to automatically deduct unpaid lunches Exports out of the box to ADP PAYCHEX QuickBooks and Excel Produces a variety of useful reports Using the Time Recorder Once the time recorder is installed the employee punch records that are generated from card punches are stored wit
21. SN or EMP m ien E EXPORT TYPE Choose Payroll or Punches Select the drive and location where you want the export file to be saved Click CONTINUE EXPORT and SAVE ANY CHANGES to export and save the file where you selected Type the desired name for this file including the extension file Congratulations you have successfully created and saved a GENERIC TEXT EXPORT file You will need to go to the location where you created and saved the file and import it into the software of your choosing Pach Nee Er gun Pre Pyrenifl mat ra receta con wn Vee Neve Cortina Export and Seve Ary Changes 23 TIMETRAX EZ 24 PAYCHEX PREVIEW The following are instructions for setting up and using the PAYCHEX PREVIEW EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup
22. TIME amp ATTENDANLE SYSTEM Znmnne raxcz Time and Attendance System 77 Time Clock Experts com 103 TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM REFERENCE GUIDE TIMETRAX EZ TIMETRAX EZ PRODUCT amp SOFTWARE LICENSING AGREEMENT Copyright O 2001 2006 Pyramid Technologies LLC Portions of this program Copyright O 1991 2005 Microsoft Corp Portions of the report generation software are distributed under a licensing agreement with Data Dynamics Ltd Portions of this program Copyright O 1994 2000 eHelp Corp All rights reserved Portions of this program Copyright O 1990 2005 Info ZIP and distributed under license dated 2005 Feb 10 Portions of this program Copyright O 1999 vbAccelerator com and distributed under their Software License Version 1 0 dated 2002 This product includes software developed by vbAccelerator http vbaccelerator com Warning This computer program is protected by copyright law and international treaties Unauthorized reproduction or distri bution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maxi mum extent possible under law END USER LICENSE AGREEMENT FOR TIMETRAX EZ TIME RECORDER amp SOFTWARE MANAGER IMPORTANT READ CAREFULLY This Pyramid Technologies LLC End User License Agreement EULA is a legal agreement between you either an individual per son or a single
23. Time Setup 0 0 0c eee eee eee 13 Automatic Backup een erret ra ae retire od rune Wem Yuste was 14 Time Trax Sec rity iiic ser rm C I eR C Hoe ede ow EY XR EE RE Y Rcs 14 Time Source amp Sync Standards oooooccococcccccoo cee eee eee 15 TIMETRAX EZ RN 15 Payroll Tab eii A A aera earn A a ach 15 Payroll D tails 5 2 ch sd id acne tun sia los 16 Assert Global Special Pay ooooooommorcmorrororcrrasorasoror ooo 17 Workdays and WOIkweek steer ure as a Rr m 17 Reports EXPOrts ra te terto penes vet e cda QUEE RUD Recte s EE e e eR ecl jen 18 Archive REPONS its sia isos 19 Employee Details v0 0 sh eme emer ce uh Rep E EHE en 19 Importing Employees From QuickbooKs isossa teissa cerdana nere inea 20 ADP USCRS P 22 Generic Text Users ii pecan e re postes E ald e aches RA TG boa ee Rol cn 23 Paychex Preview Users oss as once eei da ge ed EU nie eria 24 Paychex Paylink USCIS os sos a a veg uto ptem hune 25 Prodata Evol tion USets ss Veco eh e ER eR er ERR ORDRE ec chc 26 Quickbooks 2003 Users 0 ccc ccc hh hs 27 Quickbooks Pre 2002 Users dde dida a cl Svat dea ER ete ai dc See 28 Quickbooks Pro Timer Export Users 1 00 cece eee eee ees 30 Troubleshooting GU AS ici er ck eee eo dane ape ea ws be pee aos 32 Warranty Imforma On 25e pi a ice nu vere ice oreste te candace gue Leg et da 39 Parts Lists EEUU 40 TIME amp ATTENDANLE SYSTEM WHAT S IN THE BOX TimeTra
24. URE TAB on the VERTICAL ICON BAR and Click on AUTOMATIC BACKUP 33 TIMETRAX EZ 34 Choose RESTORE FROM CURRENT BACKUP This will restore all data from the last backup If you have punches in the TimeTrax EZ unit that have not been downloaded download them as described in the PAYROLL TAB GET PUNCHES SECTION of this manual If you do not have a backup you will need to reinstall your software and go thru the entire setup process beginning with the TimeTrax EZ Setup Wizard Once this is completed you must perform an EMERGENCY PUNCH DOWNLOAD as described in the following section Emergency Punch Download In the event of a catastrophic database failure due to damage from viruses hard drive crash etc you can retrieve the last 6 000 punches by initiating an EMERGENCY PUNCH DOWNLOAD Before you attempt to do this please note that if you have any inactive employees contained in the last 6 000 punches you will need to go to the EMPLOYEE DETAILS ICON on the PAYROLL TAB on the VERTICAL ICON BAR to click on the VIEW INACTIVE EMPLOYEES TAB so those punches will not come through as unassigned If you re assigned a card number to a new employee all punches from both the previous and new employee will go to the card number You will need to manually review the duplicate card number and determine which punches should be deleted Pyramid does not recommend reusing a card number for at least 3 pay periods Click VIEW INACTIV
25. and save it to a specified location of your choice ACTIVATE AUTOMATIC BACKUP select this option to turn on automatic backups BROWSE Click this button to find the location you would like to store the backups NOTE This can be on a network drive BACKUP NOW Immediate Backup APPLY Click after screen changes RESTORE FROM CURRENT BACKUP Restores system database from the backup you just created RESTORE FROM PRIOR BACKUP Restores system database from a backup previously created TIMETRAX SECURITY This is the screen in which you will set User Names and Passwords as well as security for anyone that logs into the TimeTrax EZ Software The number of users is unlimited NOTE Pyramid strongly recommends you create a user name and password immediately for data security USER NAME Enter the desired login name PASSWORD Enter the desired password for this user USER LEVEL Enter the desired User Level Levels are explained below DISABLE WAGE ACCESS Select this option if you do not want this user to be able to view or change any wage information M os READ ONLY Select this option if you only want to give ns aui I this user READ ONLY access to the database DISABLE EMPLOYEE NOTES Select this option if you do not want this user to have access to the notes information in the Employee Details Screen USER LEVELS Restricted These users can only access the following Punch Details Payroll
26. ast Name required field Enter First Name required field Enter Middle Initial Assign the employee to the Employee Group he she belongs to Enter Street Address Enter Alternate Street Address Enter City State and Zip Code Enter Home Phone Enter Work Phone Enter Hourly Pay Rate Check box if employee terminates employment To view inactive employees click VIEW INACTIVE EMPLOYEES on the bottom left side of the screen The date that benefits commence The date the employee terminates employment The date the employee was hired Enter any pertinent employee data To show hide Employee Notes select FILE Show Employee Notes from the top menu bar 11 TIMETRAX EZ VERTICAL ICON BAR Get Punches Punch Details Payroll Details 44 i A Workdays Absence Ss e Reports f Exports e Archive Reports M Employee Details PAYROLL TAB The working Vertical Icon Bar where daily transactions occur These Icons can also be seen on the top menu bar by selecting FILE Show More Menus 12 ME Employee Groups n f A ES Payroll Setup SETUP TAB Operational setup handled initially through the wizard Setup Configure Set Date and Time Y Y Preferences Automatic Backup TimeTrax Security CONFIGURE TAB Normal one time setup for systems administration TIME amp ATTENDANLE SYSTEM CONFIGURE TAB Date Time Setup This is the screen in which y
27. can be purchased separately through Pyramid Call Customer Support at 888 479 7264 for more information REGISTERING TIMETRAX EZ Please be sure to complete the product registration form enclosed in your shipment to activate your Technical Support Hardware Warranty or register online at www pyramidtechnologies com 39 TIMETRAX EZ PARTS LIST PART NUMBER QTY DESCRIPTION TIMETRAXEZ TimeTrax EZ Master Kit TIMETRAXEZW1H 1 Year Extended Hardware Warranty TIMETRAXEZW1S 1 Year Extended Technical Support 41400 Adapter RJ45f to DB9 41685 Converter USB to RS232 500 4 Badge Card Rack Capacity 40 41269 50 White Flat RJ45 Cable 41314 100 White Flat RJ45 Cable 41313 Splice RJ45 STE111 In Line 41287 Mounting Bracket Release Key 413028 Swipe Cards amp Software 1 25 413038 Swipe Cards amp Software 26 50 413048 Swipe Cards amp Software 3151 100 41302 Swipe Cards Only 1 25 41303 Swipe Cards Only 26 50 41304 Swipe Cards only 51 100 cus 40 INDEX 7 7th Day Worked Overtime 10 A AQT68S ies beer RUE EUER Re 11 ADP eios nre Rr 22 Advanced Employee Groups 10 Annivelsaty esc kae dive es 11 Approval of Payroll Records 16 AppIOVe silex 16 Archive Reports 19 Assert Global Special Pay 17 Attendance Report 19 Audit Trail iov eee hes 16 Automatic Backup 14 B BACKUP icr Re E Ra 14 C Card Report o coooomm o oooo 18
28. ch special pay you wish to add the date will only pre populate if special pay accrues towards overtime as selected in payroll groups Enter the hours associated with the special pay in the edited hours field Click SAVE Approve Un Approve and Approve Next Once you approve the payroll you can only edit the payroll if you click the UN APPROVE button first Once you make your change you must click APPROVE again The APPROVE NEXT button will approve the current employee place the data into archive and bring you to the next employee record ASSERT GLOBAL SPECIAL PAY TIME amp ATTENDANLE SYSTEM In the circumstances where you wish to pay all employees or a group of employees the same number of hours i e Independence Day 8 hours go to FILE Assert Global Special Pay AS a ee a sime eme wiuw wem x An Maat Ig Popii Tu Sebectet Emphoyeri aed Pay Parto WORKDAYS AND WORKWEEK EMPLOYEE SELECTION Choose either EMPLOYEE BY GROUPS in the Selected Payroll Group or INDIVIDUAL EMPLOYEES in the Selected Payroll Groups If you choose EMPLOYEE BY GROUPS you are selecting every employee within the selected employee group If you click on INDIVIDUAL you must click on each individual that you wish to assert the global special pay FOURTH FIFTH SPECIAL PAY ENTRY Choose the special pay category the date if the pay category accrues towards overtime you will be required to enter
29. d SAVE ANY CHANGES to export and save the file where you selected Pw Mar Progen Phere ironic wate Cancel Export west Discors Any Cangas F Contin Esport ant Sasa aey Changer Congratulations you have successfully created and saved an ADP EXPORT FILE You will need to contact ADP to obtain steps on how to import the file you created and saved into ADP software TIME amp ATTENDANCE SYSTEM GENERIC TEXT The following are instructions for setting up and using the GENERIC TEXT EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN A LLLLLOLLLLLL manman Haute a Choose EXPORT E i Rcx Select PAY PERIOD to be included in EXPORT m aree camaras verias eco ra LA teart perro Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT ente Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected DELIMITER Choose Comma Tab or Semi Colon QUOTED Choose Yes or No PAPA e EMPLOYEE BY Choose Name S
30. dialogue or about boxes in any of the runtime resources and or in any web presence or web enabled notices code or other embodiments originally con tained in or otherwise created by the TimeTrax EZ software 5 DUAL MEDIA SOFTWARE You may receive the TimeTrax EZ software in more than one medium Regardless of the type or size of the medium you receive you may use only that one medium that is appropriate for your single computer You may not use or install the other medium on another computer including but not limited to portable computers under the exclusive control of the registered developer You may not loan rent lease or oth erwise transfer the other medium to another user except as part of the permanent transfer as provided above of the TimeTrax EZ software 6 U S GOVERNMENT RESTRICTED RIGHTS The TimeTrax EZ software and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the U S Government is subject to restrictions as set forth in subparagraph C 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is Pyramid Technologies LLC 48 Elm Street Meriden CT 06450 USA 7 APPLICABLE LAW This EULA is governed by the laws of the State of Connecticut Should you have any questions concerning this EULA or if you des
31. duel s mucosa Fc dos 39 Running Totals 13 S Saturday Overtime 10 Seniority Report 19 Setup Tab sss m REX 15 Shift Warnings 6 em ea 10 Software Cannot Locate the Time Recorder 32 Special Pay sssi eere ae save emn 17 Sunday Overtime 10 DUPED adas 14 SYNC isses acsi a ura as 15 Sync Employees with Quickbooks 20 System Crash e cna en 33 34 T Technical Support 39 Terminated eerte ears eiaes 11 Time Card Report 18 19 Time Of Days cep re Red 13 Time SOURCE esee eee 15 Time MOA Size cos tdi tanda 13 Time Tracking Data is Missing 37 TimeTrax EZ Setup WizZatd s vesc prera 7 15 19 34 TimeTrax Security 14 Track Absence cies e mee 13 TroubleShooting Guide 32 U Un Apptove aiii me xe 16 Uppercase iiri ee ex ca 13 User Levels cia iaa 14 User Name sica snes 6 Using Employee Cards 3 Using the Time Recorder 3 V Vertical Icon Bar 12 W Weekly Overtime 9 What s In The Box cect cases 1 WINdOWS eagna sn as EY tnn 33 Workday Setup s ceres 13 WOIKayS cemere wens 17 Workweek ois esis esee enn 17 TO PLACE AN ORDER CALL 866 487 4751 OR VISIT WWW TIMECLOCKEXPERTS COM 41
32. e camaras Gatto worm no qua toc taper pe teat Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected You will need to browse to find REGULAR PAY ITEM This is your QuickBooks what is referred to as regular time in Company File QuickBooks OVERTIME 1 5 PAY ITEM This is what is referred to as Overtime Rate in QuickBooks OVERTIME 2 PAY ITEM Click START This is what is referred to EXPORTING TO as Overtime Rate 2 in QuickBooks QUICKBOOKS NOTE It is imperative that you match EXACTLY what Congratulations you have successfully created and saved iS in QuickBooks To these fields they i s are case sensitive as well QuickBooks export file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 27 TIMETRAX EZ QUICKBOOKS 2002 The following are instructions for setting up and using the QUICKBOOKS PRE 2002 LINK EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to y
33. e REPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Payroll Report Shows total regular overtime special hours worked including wage informa tion for the selected PAY PERIOD Time Card Report Shows individual punches special pay and running totals of regular and overtime hours worked for the selected pay period Comments input by user on PUNCH DETAIL screen will appear on this report if selected Attendance Report Shows absenteeism and missed punches for the selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD Punch Report Shows the first IN and last OUT punch for a selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD Detailed Payroll Report Combines the PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report if selected Card Report Shows CARD NUMBER and the EMPLOYEE NAME the card is assigned to Card Report Comprehensive Shows CARD NUMBER and the EMPLOYEE NAME the card is assigned to as well as the employee status Employee Card Report Shows the EMPLOYEE GROUP NAME EMPLOYEE NAME EMPLOYEE ID and all cards assigned TIME amp ATTENDANCE SYSTEM Employee Contact Information Shows NAME ADDRESS HOME PHONE and WORK PHONE Employee Seniority Report Shows EMPLOYEE NAME ID NUMBER HIRE DATE and DAYS EMPLOYED You can sort by either 30 60 90 or 410 DAY BANDS or BY NAME or BY DATE HIRED ARCHIVE REPORTS Once a
34. e the double entry of employee information After you complete the setup of EMPLOYEE GROUPS you will be presented with the following screen A Time Trax QuickBooks Link imeTrax can link to your QuickBooks Company File and with it synchronize Employee information and Payroll Click YES to continue Do you want to setup the QuickBooks Link now Click SYNC EMPLOYEES WITH QUICKBOOKS to continue Click LINK RULES to setup how the system will import your employees E ure weighted core to match Employee records in TmaT rex Employee records Tra Ash betore mocrting After going through the LINK RULES discussed below click START SYNCING EMPLOYEES WITH QUICKBOOKS Tr X X O Employee Match employee import Employee Export C Match only on Employee ID SS MOR UNO Employee ID Social Security Number Lest Name First Name First inital Middle tnite xi TIME amp ATTENDANCE SYSTEM MATCH ONLY ON EMPLOYEE ID The import will only match Employee ID s UNIQUELY MATCH The import will do a cross reference on all employee data to ensure it is correct Pyramid strongly recom mends use of this option For each QuickBooks Employee record that matches a F TimeTrex Employee record always Sn blonk fields in the QuickBooks record with the entries made in Tine Trax Note Social Security Number entres cannot be filled in For each TimeTrex Employee record that ts matched wih F
35. ell Schedule Management Software Copynght 2001 2006 Pyramid Technologes LLO A To accept licensing agreement click ortiona of the report generstion software are distributed under a licening 3g NEXT to continue mith Data Dynamics Lid ertions of thas program Copynght 1991 2005 Microsoft Corp gecect the term in the homes ogreenert F 1o not accept the terme n the kanse agronmert bastelt D tiene trant Installshield Wizard Customer Information Pena erter your rtormation far Enter User Name and p Organization Choose for whom to install the application Inveal the achten fer Click NEXT to continue grana who uses thes computer all users Ordy for me PT TIME amp ATTENDANLE SYSTEM Inst alishield Wizard P Tame tran EZ Setup has enough information to install Time Trax EZ on your system Setup cannot update files that are in use Please close ail running programs before attempting to install Time Tras EZ Sofware on your System Click NEXT to continue t Installshield Wizard Ready to Install the Program The ecards ready to degn est aliabon Click Int ali to begin the rural TW you mart to reve or change any of your mutallanon settings dick Bad Cic Carcel to est the wand Click INSTALL to begin installation The bratatSheeid Wizard has successfully rt allied Tera Tras EZ Cich Fares to exit the r zard When installation is
36. er as long as the ending is if Click on SAVE You will get a message showing that your data has been exported successfully Minimize your QuickBooks Screen In either Microsoft Explorer or Notepad open the file you just created Go into either Explorer or Notepad Open the Drive you saved the file in Change the File of Type to ALL FILES Look for the if with the name you assigned Open the file In the export file you just opened look on the top line for the field called COMPANYCREATETIME Under that field name and slightly to its left is a 10 digit number This is your QUICKBOOKS COMPANY NUMBER Record your QuickBooks Company Number It will always be needed to perform the export Once this is complete click CONTINUE EXPORT and save any changes Congratulations you have successfully created and saved a QUICKBOOKS EXPORT file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 29 TIMETRAX EZ QUICKBOOKS PRO TIMER EXPORT USERS The following are instructions for setting up and using the QUICKBOOKS PRE 2002 LINK EXPORT contained in the TimeTrax EZ You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service pro
37. extent that such activi ty is expressly permitted by applicable law notwithstanding this limitation The TimeTrax EZ software is licensed as a single product Except with respect to the Redistributables its component parts may not be separated for use on more than one computer Not for Resale Software If the TimeTrax EZ software is labeled Not for Resale or NFR or Evaluation Copy or 30 Day Complimentary then notwithstanding other sections of this EULA you may not use the TimeTrax EZ software for commercial purposes nor sell or otherwise transfer it for value Commercial purpos es include the use of the TimeTrax EZ software to create publicly distributed computer software No rental leasing or commercial hosting You may not rent lease lend or provide commercial host ing services to third parties with the TimeTrax EZ software Software Transfer You may permanently and wholly transfer all of your rights under this EULA provid ed you a retain no copies whole or partial b perma nently and wholly transfer any and all of the TimeTrax EZ software including all component parts the media and printed materials any upgrades this EULA and if applica ble the Certificate of Authenticity to the recipient and c the recipient first agrees to abide by all of the terms of this EULA If the TimeTrax EZ software is an upgrade any trans fer must include any and all prior versions of the TimeTrax EZ software and any and all
38. hin the recorder even if those records are uploaded to the TimeTrax EZ database The TimeTrax EZ recorder automatically stores the last 6 000 punches depending on usage the punches can be retrieved on a more or less frequent basis However it is recommended that punches should be retrieved on a regular basis for two reasons 1 The larger the number of new punches retrieved the longer it takes for downloading to the TimeTrax EZ database 2 In case of catastrophic equipment failure of the time recorder such as lightning or violent impact the punch record is stored in a second place the PC Using Employee Cards 1 Insert the employee card at the top of the slot on the right side of the time recorder The card must be held with the magnetic stripe to the right and the card firmly in the slot 2 Rapidly pull the card down through the slot If the employee number is successfully read the time recorder will beep and the card number will be displayed briefly on the screen TIMETRAX EZ INSTALLING THE SOFTWARE querer Welcome to the InstaliShielkd Wizard for Timo travez The rata Wizard veli rata Tea Tras 7 on your computer To continue chch Nest Click NEXT to continue WARNING This program v protected by copyright law end rternabonal treaties B Time Traxt InstallShield Wizard Licente Agreement Peace read the folowing keense agreemert corey TimeTrax Time Recorder amp B
39. ick the Reconnect Button on your screen If the loop back plug is found it indicates that Windows the COM Port and the adapter are working properly IIa Test that the Cable is working properly Unplug the white Cat5 cable from the TimeTrax EZ unit and from the back of the PC Plug them both back in in the reverse order f this still does not work replace the white cable with another Ethernet or Cats cable IIb If the LCD displays time and date test the Time Clock e First try unplugging the unit and letting it sit for a few minutes then plug it back into the wall socket e If it is still not connecting correctly you will need to reset the clock NOTE Resetting the time clock erases all stored punches To reset the clock unplug the unit and hold down the 0 key while plugging it back in If it does not connect at this point the clock needs to be replaced Step III Loop Back Plug Not Found f the loop back plug is not found try connecting a USB to RS232 adapter Pyramid P N 41685 into the PC and then connecting the DB9 to the USB adapter e f this still does not work it may be necessary to contact your computer support personnel Restoring Database From a Crashed Hard Drive Reload your TimeTrax EZ Software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running If you have AUTOMATIC BACKUP activated go to CONFIG
40. ire to contact PYRAMID TECHNOLOGIES for any reason please contact the PYRAMID distributor serving you or write PYRAMID TECHNOLOGIES LLC 48 Elm Street Meriden CT 06450 Or Call Toll Free 1 888 479 7264 TIMETRAX EZ 8 LIMITED WARRANTY Pyramid Technologies LLC warrants that a the TimeTrax EZ software will for a period of ninety 90 days from the date of delivery per form substantially in accordance with Pyramid Technologies LLC s written materials accompanying it and b any Support Services provided by Pyramid Technologies LLC shall be substantially as described in applicable written materials provided to you by Pyramid Technologies LLC CUSTOMER REMEDIES In the event of any breach of warranty or other duty owed by Pyramid Technologies LLC Pyramid Technologies LLC s and its suppliers entire liability and your exclusive remedy shall be at Pyramid Technologies LLC s option either a return of the price paid by you for the TimeTrax EZ soft ware not to exceed the suggested U S retail price if any b repair or replacement of the defective TimeTrax EZ soft ware or c re performance of the Support Services This Limited Warranty is void if failure of the TimeTrax EZ soft ware has resulted from accident abuse or misapplication Any replacement TimeTrax EZ software will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer NO OTHER WARRANTIES TO THE MAXI
41. les Allows the employer to specify whether an employee must punch out or have lunches automatically deducted or any combination of both You can choose both Automatic Lunch Deductions and No Deductions if the employees within your Employee Group will perform multiple activities where may not be able to consistently punch Enable Lunch Warnings Allows the employee to punch at any time but will generate a warning when an employee punches outside of the defined lunch The user can define the warning based on minutes before or after the lunch starts or ends Grace Window The number of minutes that the employer will allow before a warning is generated for lunch punches TIME amp ATTENDANCE SYSTEM EMPLOYEE DETAILS SETUP This section is where individual employee information is stored For QuickBooks users please see the section on Importing Employees from QuickBooks Click ADD to continue CARD 1 2 3 TimeTrax EZ allows up to 3 different card numbers to be assigned to each employee Card 1 is a required field ENTER EMP NOTE It is very important that you Last First MI Employee Group Address 1 Address 2 City St Zip Home Phone Work Phone Hourly Pay Rate Inactive Anniversary Terminated Hired Notes verify the Employee Number with your Payroll Service for proper exporting ENTER SSN Employee Social Security Number BE SURE TO SAVE EACH EMPLOYEE RECORD Enter L
42. nie ations ReConnect Serial Ports Available are COM 1 2 3 Communications ports are available but are not connected to any Time Recorder Please check for power to the Recorder and the connections between the Recorder and the PC then click ReConnect If a connection still cannot be established please contact Pyramid Technologies at the Toll Free Help Line 888 479 7264 STEP 1 Verify that the hardware is set up correctly Pyramid TimeTrax EZ units require a COM Port for connection You must first attach the DB9 included in shipment to your PC Check to see if the wider side with holes will connect into an available port on the PC e If it does screw it in securely e Connect the white Cats cable included in the shipment to DB9 and connect the other end of the white Cat5 cable to the port in the back of the time clock NOTE The WHITE cable should never connect directly to the computer It should always connect to the DB9 and the DB9 should connect to the computer TIME amp ATTENDANLE SYSTEM If the DB9 does not fit into a port on the computer you will need a USB to RS232 adapter to connect the DB9 to your computer You can purchase this adapter through Pyramid P N 41685 STEP II Test that Windows COM Port and DB9 are working properly f the hardware is setup correctly you will need to connect the loop back plug included in the shipment to the DB9 that is plugged into your computer Cl
43. ou from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Ec See Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT ooo Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected REGULAR PAY ITEM This is what is referred to as regular time in QuickBooks OVERTIME 1 5 PAY ITEM This is what is referred to as Overtime Rate in QuickBooks OVERTIME 2 PAY ITEM This is what is referred to as Overtime Rate 2 in QuickBooks NOTE It is imperative that you match EXACTLY what is in QuickBooks to these fields they are case sensitive as well Pe Progen Fre Pyramid T rat ron Cancel Esport Diacerd Ay Oarges Select the drive and location you want the export file to be saved QuickBooks will provide you with the file name for this export 28 TIME amp ATTENDANCE SYSTEM To obtain a COMPANY NUMBER do the following 1 In the QuickBooks Tool Bar go into FILE TIMER EXPORT LISTS FOR TIMER Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears Save in whatever drive you choose to use Change the file name to something easily identifiable such as myqbcompany if The name does not matt
44. ou will make any adjustments necessary to the TimeTrax EZ date and time as well as Daylight Savings Time settings br H doy Agra DOF wt OEOD AM pr 3 pa 3 Preferences This is the screen in which you will define the preferences for your system settings Click SAVE and EXIT button when completed CO x FORCE TEXT TO UPPERCASE select this option if you want all text entries to be UPPER CASE nach taa tod DISPLAY RUNNING TOTALS IN PUNCH AM DETAILS GRID Select this option if you want to rondo head Fat tne Dam see cumulative totals in the Punch Details Window ENABLE WORKDAYS SETUP AND TRACK ABSENCES Select this option if you want to have set workdays setup and Absences reported ALLOW AUTOMATIC APPROVAL OF DATE FORMAT The format in which you want the SELECTED PAYROLL RECORDS DURING date displayed in the software as well as on reports EXPORT Select this option if you want to have payroll records automatically approved during exports NOTE Pyramid does not recommend this option TIME TOTALS FORMAT The format in which you want the times displayed in the software as well as on reports TIME OF DAY FORMAT The format in which you want the hours displayed in the software as well as on reports 13 TIMETRAX EZ 14 AUTOMATIC BACKUP This is the screen in which you will enable automatic backups for use when you exit the system This will create a file
45. payroll record is approved it is placed in Archive Archive Reports allow you to run reports from the date TimeTrax EZ was installed up to and including the current date Select who is included in the REPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES A START END DATES oy Vector Beer Select the dates you want included in the REPORT ACTIVE INACTIVE EMPLOYEES Select just active or active and inactive to appear on REPORT Choose REPORT Pay History Report Shows a history of total regular overtime special hours worked including wage information for the selected PAY PERIOD Hours Summary Report Shows a history of total PAY CATEGORY hours Attendance Report Shows a history of absenteeism and missing punches Detail Pay History Report Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report Detail Pay History Report w o Comments Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will not appear on this report EMPLOYEE DETAILS Click the Employee Details Icon to bring you to the EMPLOYEE DETAILS SCREEN covered in the initial TIMETRAX EZ SETUP WIZARD 19 TIMETRAX EZ 20 IMPORTING EMPLOYEES FROM QUICKBOOKS This section discusses how to import employees from your QuickBooks system to TimeTrax EZ to eliminat
46. re YES always allow access even if QuickBooks is not running is checked and optionally ALLOW this application to access personal data such as Social Security Number and customer credit card information box is checked Click CONTINUE and DONE on the Access Confirmation Screen An apckcabon s requesting access to the following QudSocks company fle Pyramad Technologies rt jo INTA hanong fur QuckBocks A Click YES Pyramid Fastime Certificate informeten Check Box optional CONTINUE brings you to the Access Confirmation Screen Click DONE to complete Step 3 Time tracking data is missing for SOME employees From QuickBooks Program Go to EMPLOYEES Click on an affected EMPLOYEE Change the Drop Down Box to PAYROLL AND COMPENSATION INFORMATION Make sure all of the EARNINGS are set up Make sure USE TIME DATA TO CREATE PAYCHECKS is checked Do this for each affected employee and then export again For further technical support Pyramid recommends that you contact Intuit QuickBooks TIME amp ATTENDANLE SYSTEM WARRANTY INFORMATION RETURNS Returns on non defective equipment can be made within 30 days of purchase for a full refund after inspection Returns on non defective equipment made after 30 days but within 60 days of shipping will be accepted after inspection and are subject to a 1596 restocking fee Returns after 60 days will not be accepted LIMITED HARDWARE WARRANTY Pyramid warrants the TimeTrax EZ
47. rrently in the database Punch Details The PUNCH DETAILS screen displays all in and out punches This screen allows you to view insert edit and delete punches as well as assign comments to punches You can also view Current Previous and 2 Prior pay periods This screen categorizes the type of pay category and notifies you of possible errors If an employee has no in or out punches for a specific day TimeTrax EZ will automatically populate a status 15 TIMETRAX EZ 16 PAYROLL TAB Cont PUNCH EDITING Insert Punch To insert a punch click the INSERT PUNCH button Select the date of the punch and then select the time of the punch and choose SAVE Edit Punch Highlight the punch in question click the EDIT PUNCH button change the date and or time of the punch and choose SAVE Delete Punch Highlight the punch in question click the DELETE PUNCH button and choose YES on the verification screen if you are sure you want to delete this punch An audit trail is automatically produced for any modifications made to the original punch that will show up on screen as well as the timecard report PAYROLL DETAILS Is the location in the program that allows you to enter exceptions to the employee payroll record as well as approving and un approving employee payroll records Most fields are pre populated from both the Punch Detail and Employee Detail screens To enter exceptions click the EDIT PAYROLL DETAILS button and select whi
48. s EULA General License Grant to Install and User TimeTrax EZ software You may install and use one copy of the TimeTrax EZ software on a single computer but only for use in the number of written language s that you selected at time of first installation and in which you have acquired rights You can share a copy of the TimeTrax EZ software installed on a common build test machine provid ed that You or Your entity has purchased a single license for that common build test machine and each developer using it has a license TimeTrax EZ software is an exception to this clause and may not be shared A license for the TimeTrax EZ software may not be shared Redistributable File s Notwithstanding the terms of this EULA to the contrary certain of the exe cutable files of the TimeTrax EZ software may be redistrib uted by you to the extent required for the permitted opera tion of the application s software installation code created by you while using the TimeTrax EZ software The redistrib utable file s are limited to those specifically identified as Redistributables in the media printed materials and online or electronic documentation accompanying the particular embodiment of the TimeTrax EZ software 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Limitations on Reverse Engineering Decompilation and Disassembly You may not modify reverse engineer decompile or disassemble the TimeTrax EZ software except and only to the
49. t contains the actual time For example at 5 minute intervals 7 02 am becomes 7 00 AM and 7 07 AM becomes 7 05 AM Leave box unchecked for no Pay Interval Rounding Filter Out Punches Closer Than This will eliminate duplicate punches within a user definable time i e If an employee goes to the time clock and punches their badge forgets that they punched it and punches again this filter will automatically eliminate the second punch if it is within the filter time defined Pyramid recommends using 90 seconds TIMETRAX EZ 10 ADVANCED EMPLOYEE GROUPS SETUP Employee Groups Advanced can be used when the standard Employee Groups is not sufficient for an organization Shift Warnings Allows the employee to punch at any time but will generate a warning when an employee punches outside of the defined shift The user can define the warning based on minutes before or after the shift starts or ends Saturday Overtime Allows the employer to specify whether or not Saturday is automatically overtime regardless of the number of hours worked during the regular pay period Sunday Overtime Allows the employer to specify whether or not Sunday is automatically overtime regardless of the number of hours worked during the regular pay period 7th Day Worked Overtime Allows the employer to specify whether or not an employee who works 7 consecutive days is eligible for overtime regardless of hours worked during the regular pay period Lunch Ru
50. ter Export Time tracking data is missing for ALL employees From QuickBooks Program 1 Choose EDIT 2 PREFERENCES 3 TIME TRACKING 4 Tab to COMPANY PREFERENCES 5 DO YOU TRACK TIME Check YES 6 Go to EMPLOYEES 7 Click on any 1 Employee 8 Change the Drop Down Box to PAYROLL AND COMPENSATION INFORMATION 9 Make sure all of the EARNINGS are set up 10 Make sure USE TIME DATA TO CREATE PAYCHECKS is checked Do this for each employee and then export again If this does not work you must reinstall the QuickBooks link in TimeTrax EZ In order to do this you must be in single user mode and logged in as ADMIN in QuickBooks to complete this step STEP 1 Remove the TimeTrax EZ application from QuickBooks From the Edit Menu select PREFERENCES For 2004 edition and earlier you reach PREFERENCES by accessing the FILE MENU and click on COMPANY PREFERENCES tab and then INTEGRATED APPLICATIONS Select PYRAMID TIMETRAX Click REMOVE then Click OK Make sure DON T nmn COMPANY ALLOW ANY APPLI n etm Ls PREFERENCES tab CATIONS TO ACCESS as THIS COMPANY FILE Post Em Click OK box is unchecked Mg persecute acarrea gt REMOVE Select INTEGRATED APPLICATIONS 37 TIMETRAX EZ 38 STEP 2 Copy new QuickBooks 2003 Link_ exe from the original CD provided in shipment to C Program Files Pyramid TimeTrax STEP 3 Re launch TimeTrax program The QuickBooks Application Certificate Screen appears Make su
51. therwise identified by Pyramid Technologies LLC as an upgrade replaces and or supplements the product that formed the basis for your eli gibility for such upgrade You may use the resulting upgraded product only in accordance with the terms of this EULA If the TimeTrax EZ software is an upgrade of a component of a package of software programs that you licensed as a single product the TimeTrax EZ software may be used and transferred only as part of that single product package and may not be separated for use on more than one computer TIME amp ATTENDANLE SYSTEM 4 COPYRIGHT AND TRADEMARKS All title trademarks and copyrights in and per taining to the TimeTrax EZ software the accompanying printed materials and any copies of the TimeTrax EZ soft ware are owned or licensed by Pyramid Technologies LLC or its affiliated companies The TimeTrax EZ software is protected by copyright and trademark laws and interna tional treaty provisions You may make one copy of the TimeTrax EZ software for back up and archival purposes You may not copy the printed materials accompanying the TimeTrax EZ software You may not remove modify or alter any Pyramid Technologies LLC copyright or trademark notice or the Pyramid Technologies LLC name from any part of the TimeTrax EZ software including but not limited to any such notices contained in the physical and or electronic media or documentation in the Pyramid Technologies LLC Setup Wizard
52. vider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected REGULAR PAY ITEM This is what is referred to as regular time in QuickBooks OVERTIME 1 5 PAY ITEM This is what is referred to as Overtime Rate in QuickBooks OVERTIME 2 PAY ITEM This is what is referred to as Overtime Rate 2 in QuickBooks NOTE It is imperative that you match EXACTLY what is in QuickBooks to these fields they are case sensitive as well Select the drive and location where you want the rei export file to be saved Select a file name for this export 30 TIME amp ATTENDANCE SYSTEM To obtain a CREATE TIME do the following 1 In the QuickBooks Tool Bar go into FILE TIMER EXPORT LISTS FOR TIMER Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears Save in whatever drive you choose to use Change the file name to something easily identifiable such as myqbcompany if The name does not matter as long as the ending is if Click on SAVE You will get a message showing that your data has been exported successfully Minimize your
53. w 6 Loop Back Plug 33 Lunch Rules 5 2k ds aes 10 M Middle Initial sesasi tanins 11 Minimum System Requirements 1 Missed Out o o oooooooooo 15 Missed Punch oo 9 Monthly Semi Monthly Pay Period 9 Moving TimeTrax EZ From One Computer to Another 35 N Network PC Users 36 Non Network PC Users 36 Not oir edger gt eae des 11 P Password oooooooomo oo 6 14 Pay sr rad 19 Pay Categories cia 8 Pay History Report 19 Pay Interval Round 9 Pay Period iss eser erre renes 7 Paychex Paylink 25 Paychex Preview oreet 24 Payroll Details 16 Payroll Report 18 19 Payroll Setup 5n 7 Payroll Tab ose esis eere rm ren 15 Preferences ita 37 Prodata Evolution 26 Punch Details orion 15 Punch Editing 2r eoe res 16 Punch Report commission 18 QuickBooks Application Certificate Screen 38 QuickBooks 2003 Link_ exe 38 TIME amp ATTENDANLE SYSTEM QuickBooks does not Display Punch Information After Export 37 QuickBooks Pro Timer 30 R Rate Multiplier 8 Regula soria ias 14 Repotts ese tea rcr eem 18 Reports Exports 18 19 Restore from Current Backup 14 Restore from Prior Backup 14 Restoring Database 33 Restricted iia anios 14 RETUTAS
54. x EZ time recorder AC Power supply 50 flat Cat5 communications cable with RJ45 connectors on both ends RJ45 to 9 pin DB9 serial port adapter User s Manual with EZ Installation Guide Diagnostic loop back plug DO NOT DISCARD save for future use Stainless steel mounting bracket Mounting bracket release key Mounting screws 10 x 1 long Qty 4 Employee swipe cards numbered 1 25 e CD ROM with TimeTrax EZ and online help MINIMUM SYSTEM REQUIREMENTS PC with a Pentium class or faster processor 128 megabytes of RAM 1 gigabyte of free space on the system s hard drive CD ROM drive Monitor and video card capable of 800x600 16 bit color resolution Mouse or other pointing device Either 9 pin serial port or USB port via an optional adapter e Windows 98SE Windows 2000 Professional Windows XP Home or Professional Printer if hard copy reports are desired NEED TO PLACE AN ORDER For additional cards cable extensions and other supplies call Pyramid Technologies LLC at 888 479 7264 TIMETRAX EZ CABLE INSTALLATION Q S ormoni OPTION 2 00000 00000 00000 a O PARTS REFERENCE Q central Pc Timetrax EZ PN TIMETRAXEZK O RJ45 to DB9 Adapter PN 41400 Q AC Power Supply included in shipping USB to RS232 Adapter PN 41685 Standard 115v Wall Power Outlet 50 White Flat Cats Cable PN 1269 CO
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