Lathem PayClock Express Time System User Manual
Contents
1. PayCoce Terminal Service Manager 3 Finish Install Sdec Finish to complete the installation and to dose the install window Note Reboot the computer if prompted 9 OPTIONAL Install the PCSO terminal on a separate computer from the one which contains the PayClock Express software The second computer MUST be on the same Local Area Network LAN as the full PayClock Express Software installation After installing PayClock Express on your computes install the PC30 drivers on the computer you will use to connect the PC50 terminal Once you reach the Install Type window select Install 50 Drivers Click OK Continue following the same installation instructions outlined above You will then be ready to connect the PC50 to the second computer Connect the USB cable to the PC50 To begin setting up the terminal frst connect the 15ft USB cable to the rear side of the PC50 as shown below NOTE aware of the orientation of the USB cable to the port Be sure to inset the USB cable with the THIS SIDE UP labd facing up into the USB port Gee diagram Make sure the cable snaps into place Connect the USB Cable to the Computer After connecting the USB cable to the PC50 connect the other end of the cable to an available USB port on your computer as shown below NOTE You can increase the distance between the PCS terminal and your computer2. View and Edit Employee Information 1 Select the desired employee from the Employee List and dick the Employees Icon from the Ribbon Bar E Sect an employee from the Employee List by doubledicking the employee s name 2 The Employee Window will open and you may edit any of the information in the window 3 Click OK to save any changes Filter Employees PayClock Express allows you to filter employees either by hiding inactive or hiding terminated employees 1 To filter employees click the Filler option from the Employee Icon within the Ribbon Bar 2 Use the arrow to sect ether Hiding Terminated Employees or Hiding Inactive Employees Employee List Pop Up Menu The Employee List Pop Up Menu allows you to access both individual and group information quickly by right dicking within the Employee List A menu will open with a number of options E i Td Aie mim Wi m 1 Sect an employee within the Employee List 2 Right dick on the row containing the employee s information 3 Select among the menu options to perform the desired task A separate window will open Edit this employee select this menu item to edit an employee s name badge number base wage messages etc Add a new employee select this menu item to add a new employee to the stem Delete the employee select this menu item to delete the lected employee from the system important this cannot
3. launch the Interactive System Viewer sdect Help rom the Ribbon Bar or select the button next to an unfamiliar lem Troubleshooting For answers to Frequently Asked Questions refer to the Troubleshooting section of this User Guide on page 87 Lathem com provides acces to numerous support resources that vill allow you maximize your use of PayClock Express Help may be accessed by visiting the following link up supportlarhem com On the Support page you may also submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hours Email support is free to all registered users of Lathem products Telephone Support Latham offers technical support between the hours of Bam and Tpm Monday through Friday Please call 800 241 4990 to speak with our support team You will receive free technical support for the first 30 days after your initial call After that period you may purchase an Annual Support Agreement which will cover all calls for one year or you may pay a percall fee Annual Support Agreements Latham support contracts are designed to keep your PC50 and PayClock software working seamlessly For single annual fee your Support Agreement offers the following advantages e Unlimited tolLfree telephone support versus percall fee and priority status for calls Unlimited access to Lathem s extensive library of web base
4. NO You have the option of sting up messages for In punches Out punches or both Run Reports and Exports Reports are accesible in the Reports Ion within the Ribbon Bar Use the date navigation buttons or select a pay period button to choose the desired pay period You may change your formatting preferences by clicking the Options button within a report and elit your dala and display formats Employee Timecard Report The Employee Timecard Report provides individual employees Name ID number total regular overtime and miscellaneous non worked hours for the pay period as well as automatic meal deductions for that individual 1 Using the scroll buttons or Select a Pay Period button choose the pay period for which you would like to generate report 2 Sect the desired employee from the Employee List 3 Select Employee Timecard from the Report Icon in the Ribbon Bar The Employee Timecard Report will appear You may now print and review the report Period Totals Report The Period Totals Report provides a summary view of all Employees total hours and total gross pay for the pay period 1 Using the scroll buttons or Select a Pay Period button choose the pay period for which you would like to generate report 2 Select Period Totals Report from the Reports Icon in the Ribbon Bar 3 The Period Totals Report will appear You may now print and review the report All Timeca
5. Browse for folder window will display Click on Computer the list will expand Next select the CD Rom or DVD indicator in the list and dick OK CE 6 The Browse for driver software on your computer will display with the drive indicator for the selected CD Rom or DVD Click the Next button Note Upto minute may pass before fhe nert displays please be The Windows can t verify the publisher of this driver software message will display Select Install this driver software anyway 10 The Windows can t verify the publisher of this driver software message will display Select Install this driver software anyway Do tinal i drer software Important Do NOT select Don t install this driver softwar or your PCSO will not operate 11 Click Close to complete the proces of loading the second driver 12 A message will display notifying you the drivers have succesfully installed Your devices are ready to use Device diver software installed succesfully Mount the PC50 Sdect a site to install your PC50 terminal that will be convenient to employees clocking in and out The included USB cable is 15 feet long It may be extended using Lathem s USB Extension Cables When planning the necessary cable length between the PC50 and host computer remember to consider the vertical drops between the P
6. c Close A Pay Period 69 Close Icon 57 Company Profile 41 D Date of hire 50 Date Settings 46 Delete Icon 61 Delete Punches 67 Edit employee information 63 Employee List 58 Employee Timecard Report 78 Employees Icon 56 Enroll Fingerprints 84 Export Icon 57 Export Payroll 82 Express Timecard 59 Filter Employees 63 Find Missing Punches 68 Finger Sensor Icon 8 Fingerprint Reader 83 Forward bution 80 H Help 4 Help Icon 58 Home Screen 65 Inactive 50 Information Center 53 62 L Logging In 38 M Messages 50 Mounting The PCSO 36 Options button 78 Overtime 43 Password 38 Pay Period 41 Payroll Wizards Tab 81 Period Totals Report 79 R Recalculate Data 71 Refresh Data 71 Registering 39 Reopen a Pay Period 70 Reports 77 Reports Icon 56 Ribbon Bar 55 Rounding Rules 44 s Setup Icon 55 System Button 54 System Requirements 8 T Terminate 50 The Find Missing Icon 61 Time Card Table 62 Time Settings 46 Troubleshooting 87 Upgrades 3 View and edit employee information 63 Printed in USA
7. select Upgrade PayClock from the menu lt A window will open outlining the upgrade process Select the desired features and follow the onscreen instructions to make your purchase and upgrade your system Exit PayClock Express There are three ways to exit the software n the upper right hand comer of the Home Screen select ait os exit and log out from PayClock Express select Exit from the scroll down menu under the System Button You may also use the System Button to quickly close the software by doubleclicking on the icon Adjust Audio Settings for the PC50 1 Click the Audio icon from the Ribbon bar 2 Set the volume level you prefer for the PC50 3 IE you d like to set the clock up to play a specific greeting for In and Out punches select Play a sound for In Out punches By default employee In punches will play Badged In and employee Out punches will play Badged Out A To sect message to be played for all In punches check the box next to On all In Punches play Next use the scroll down menu to select the sound you prefer You may play sounds by clicking the tes sound button to the right of the selection fi Repeat these steps to select sound for all Out punches by checking the box next to On Qut Punches play 5 Sect Play a sound for a range of punches to choose what audio sound and or message plays on the 50 terminal for all punches during a specific period of time
8. Archiving your data will allow you to free up space on your hard drive You may only archive closed pay periods Archive Data select the option from the dropdown menu under the System Button The following window will appe 1 PayClock automatically locates your data and displays the location under the Database to Archive field 2 Select the pay periods you would like to archive from the Historical Pay Period field Check Select to select all of the listed pay periods 3 Select a name for your file and type it in the File Name fidd archived files have a TDA extension 4 You may write a description of the file in the Note fidd 5 Locate the destination for your archive file under Write the Archive to this location section If you would like to make this destination file as your default select Save as my Default Backup Location 6 To create the archive file dick Create When the archive proces is complete dick Close Upgrade PayClock After using your PayClock system you may find that you want to upgrade to allow for more employees or software features It is as simple as selecting the features and entering a credit card number you will be able to download software and upgrade your system with the desired features Note for instant credit card activation an intemet connection is required To upgrade PayClock Express to PayClock EZ or Pro Click the System Button in the upper left hand corner and
9. PayClock System Button The PayClock System Button located at the top left hand comer of the Home Screen allows quick access to number of important tools Use the PayClock System Button to access the following critic functions Backup Data Archive Data Reopen the Last Pay Period Recalculate Refresh Upgrade PayClock Exit acces these functions click on the PayClock System Button and highlight the desired function from the drop down menu R The Ribbon Bar Instead of a menu and toolbar the Ribbon Bar allows you to manage and edit your settings as well as creste reports within one comprehensive area The Setup Icon creste and edit your pay period rules st overtime rules st munding rules st formatting options creste an export link to your payroll program The Employees Icon Employees wae me Add and terminate employes ait employees personal infomation ithe pay Crete and ain dom mss or sounds The Audio Icon amp Audo manage audio settings for the PCSO setup global messages to be played to all employees The Reports Icon Jy D coge meas generate preview and print a Period Totals Report or an individual Employee Timecard Report view All Timecards in alphabetical order e Export export pay period data into the payroll program previously established The Close Icon B Chee Close the sdectad pay period to fut
10. beundone Go to this employee s Timecard select this menu item to move to the first odl of the employee s timecard in the Express Timecard area Show the Employee s Totals Report this menu item will display Totals report for the selected employee Show this Employee s Timecard Report this menu item will display Timecard Report for the selected employee Show Period Totals Report this menu item will display a Period Totals report Edit Timecards You may edit an employee s Timecard data in the Express Timecard area of the Home Screen Add Punches add a punch to an employee s timecard 1 Select an employee from the Employee List 2 Click the Add Punch Icon 3 The Registration Edit screen will popup Enter the Time and Date you wish to enter for this punch 4 Click OK to add the punch You will see your new punch displayed on the Employee Time Card Add Time Off add time off to an employee s timecarde 1 Sect an employee from the Employee List 2 Click the Add Time Off Icon 3 The Registration Edit screen will popup Enter the Time and Duration number of hours you wish to enter for the Time off 4 Sect the Date on which you would like the Time Off applied and the Pay Code label you would like to give the absence 5 Click OK to add the time off You will see your new entry displayed on the Employee Time Card Delete Punches dete a punch from an em
11. hour maximum work day if an employee clocks in at 8 00am his her schedule remains open for punches until 10 00pm System Features The 50 is the latest innovation in automated time and attendance systems Combined with the PayClock Express software managing time records is quick and efficient Your new system offers a number of unmatched features Simple proximity badge system to clock in and out for up to 50 employees Connects to the computer through a single pluga play USB cable Capable of playing audio and text messages Utilizes a large esspto read backlit LCD display Green LED light confirms punch and Red LED light indicates a failure Realtime system requires no polling Ability for employees to view total hours worked for the pay period Single screen software menu allows you to get the information you need easily Express Timecard gives quick and concise views Simple payroll export process Comprehensive support agreements minimize technical difficulties Numerous Accessory options see page 3 further enhance the functionality of your PC30 terminal Upgrades Ifyou find that you need to accommodate more employees in your sytem or if you would like enhanced software capabilities consider purchasing a software upgrade for your system Lathem s two upgrade packages PayClock EZ and PayClock Pro offer the following enhances features Increased employee capacity EZ up to 150 Pro up to
12. s USB port by purchasing USB cable extenders directly from Lathem at httpd shoplathem com or through an authorized reseller You may add up to four 16ft USB Extension Cables P N USECABLE16 or You may add one 150ft Super Extender Cable P N USBEXTENDER The computer vill automatically begin installation of the required software drivers Follow these instructions to succesfully complete the installation of the software drivers Note The PayClock Express CD should be left in the CD Rom drive until you have loaded these drivers These two software drivers must be installed for the PC50 to operate properly USB Device and Lathem TouchStation Two separate Found New Hardware Wizards will appear in succession You must complete both Wizards Please note that it may take up to one minute or more for each Wizard to automatically appear Please be patent 1 Afer succesfully connecting the PCSO hardware to your computer message Found New Hardware vill display Sees Locate and install driver software recommended per Uptol set i may pass 2 The Windows needs your permission to continue message wil display Select Continue 3 The Found New Hardware Unknown Device message wll display Select Browse my computer for driver software advanced 4 The Browse for driver software on your computer message will display Click the Browse button 5 The
13. then presing downward on the Terminal housing until it lowers onto the sens Screw the small Screw into the hole of the tab from the small shaped bracket at the bottom of the endosure This will fasten the PCSO to the wall and keep it from being easily removed Open PayClock Express Open the PayClock Express software by clicking on the PayClock Icon located on your desktop Log In To begin using PayClock Express you must first Log In to the system at the Log In Window PayClock has one default user the Administrator The Administrator has full acces to system information and functions NOTE You may add additional concurrent users by upgrading to PayClock EZ or PayClodk Pro Refer to page 3 of this User s Guide for information on purchasing softwere upgrades 1 From the Log In window choose Administrator from the User Lis 2 Enter the default password them 3 Click OK and the software will open A welcome tone will let you know that PayClock is ready for use Create and Change Your Password You should create your own unique password to protect sensitive payroll dala een pom 1 AttheLogIn screen click the Change button 2 your Old Password remember the default is lathe 3 Typein your New Password the one you would like to create 4 Confirm your new password by typing it in 5 Click OK to finalize the change NOTE P
14. 00 Megabytes of free space 256 Color 800 x 600 or higher resolution display Mouse or other pointing device An available USB port USB 1 1 compliant The port must beable to supply a minimum of 500mA Intemet Explorer 5 0 or higher Recommended Requirements A PC with a 900mhz Pentium processor or better XP 256 Megabytes of RAM Hard disk with 500 Megabytes of fre space An avilable USB port USB 20 compliant Hi Speed Internet Connection Windows XP Install the PayClock Express Software and PC50 Drivers CAUTION Before proceeding with your PayClock Express installation verify that your PC meets ALL of the System Requirements listed on page a 1 Prepare your computer lt Select the computer you will use to manage the PCSO sistem Close all programs including virus protection software 2 Insert the PayClock Express CD Insert the PayClock Express CD into your computers CD ROM drive The Setup program should run automatically If it does follow the steps below gt Click Start Run from the Windows taskbar gt At the command line type d Payclock PC Setup exe where is the letter of the drive for your CD ROM gt Click OK NOTE PayClock Express software MUST be installed for hardware to function 3 Select Install Type me 5 perdues ene PEON opt bir Ex lt Select Install Full PayClock Express and click OK Note You will only select Only Install PC
15. 1000 Scheduling and shift capabilities Increased reporting options EZ up to 22 Pro up to 45 Vacation and Holiday Time capabilities In Out board for quick view of whole workforce Additional payroll program interface options Multiuser capabilities EZ up to 6 concurrent users Pro up to 24 concurrent users e Exceptionscapable latein long lunch early out etc Optional Paid Break Settings Upgrading is ess os visting hip shop lathem com or the Information Center of the Home Screen and selecting the software you would like to purchase Download your software upgrades and instantly activate upon receipt of online payment Accessories Lathem offers a number of accessories to further enhance your 50 system Visit http shop Jathem com to purchase any of the accessories listed below Extended USB cables Fingerprint sensor attachment Additional Badges Cables and Connectors Getting Help You can acces technical support and answers to your issues in number of diferent ways In addition to resources within the PayClock Expres software asistance may be acoss online via via telephone or through your Lathem dealer Don t forget that Lathem also offers annual support contracts PayClock Interactive Help System Viewer The Interactive Help System Viewer allows you to search through an index of help topics to locate the answer you need
16. 50 Drivers when you are installing the PCS to a different computer See page 14 for further instructions on this step Begin Setup Alter you have read the screen click Next to move forward 5 Read the License Agreement 6 Select a Destination Folder eae percer ae eS Select I Accept to accept the terms to move forward m _ CE o The default location for PayClock Express to be installed is the folder To change where PayClock Express will be installed on your computer dick Browse to locate your preferred folder Once you have specified a destination folder click Next to move forward 7 Start Install start the installation process click Next The installation will begin and the following windows wil appear Coping tie in ue The PayClock Server Connection Manager and PayClock Terminal Service Manager icons will appear indicating that PayClock has been successfully installed These icons will display when you log in to Windows but the PayClock Server and PayClock Terminal Service will run without being logged in to Windows Finish Install Sect Finish to complete the installation and to dose the install window Note Reboot the computer if prompted 9 OPTIONAL Install the PCSO terminal on a separate computer from the one which contains the PayClock Express software The second
17. CSO and the computer The 5 terminal derives power from the USB Fort of ils hos computer No other power source is required for basic operation Future addon enhancements to the PC5O family may require the addition of an AC Power Adapter To prepare your instalation for he future indusion of these new features it is suggested that the PCS0 be mounted in close proximity to an AC outlet After seting the appropriate installation site use masking tape to hold the induded Mounting Template onto the wal at a suggested height from the floor to the bottom drillhole of 4f Gin For sheetrock walls dril a 16 diameter hole through each of the Tour locations indicated on the template each approx 1 1 2 deg Tg uu 8 Remove the Template from the wall and install the plastic anchors included in the installation kit The smaller anchor goes into the bottom hole The three larger anchors go into the holes bove Screwin three larger screws into their corresponding anchors allowing the screw heads to have gap of approximately 3 16 to the wall Do not tighten all the way Inset the small L shapad security bracket into the slot at the bottom rer of the PCS so that the tab with the hole points downward away from the keyhole dot that be seen immediately above Hang the Terminal on the wall aligning the three keyholes on the rear of the enclosure with the three protruding screw heads and
18. TIME CLOCK WORLD 888 534 5994 D PayClock Express USER MANUAL 9 PayClock Express Time and Attendance System Model PC50 User s Guide BH UNSUANTSURPARTSOF AREAS Th dee complis with Part 15 the FOC Ralat Operation ee t loving ne Cee cag nae cor io em at hh eit Che desir or anemia ao TV cic rk agen apparatus compiler vith Candin ICES 03 Cappel sumer c ant eter nha NN ND de Canada Lathem Time Corporation 200 Selig Drive SW Atlanta Georgia USA 30336 800 241 4990 404 691 0400 www lathem com PIN 05600588 CONTENTS QUICK START GUIDE WELCOME PACKAGE CONTENTS SYSTEM REQUIREMENTS WINDOWS XP INSTALL THE SOFTWARE amp PCS0 DRIVERS CONNECT THE USB CABLE TO THE PCS CONNECT THE USB CABLE TO YOUR COMPUTER WINDOWS VISTA INSTALL THE SOFTWARE amp DRIVERS 21 NAVIGATING PAYCLOCK EXPRESS RUN AND EXPORT REPORTS TROUBLESHOOTING INDEX Copyright 02007 Latbem Time Corporation rights reserved Reproduction of this document in whole or in part is strictly prohibited This document may contain typographical or copy errors PayClock Lathem the logo and all other Lathem product names mentioned inthis document are registered trademarks of Lathe Time Corporation other products rand names or company ames mentioned in this document are properties and trademarks or re
19. ase contact Lathem support by telephone at 1 800 241 4990 charges may apply if you do not have a support agreement or refer to the support section of our website http supportathem com Hardware 0 When I present a badge it does not record and the clock does not signal any errors Make sure you swiped the badge correctly Pass the badge within range of the terminal within 3 to 4 inches of the front of the terminal Q The badge reader works intermittently Your computes USB port is low on power which is needed to run the terminal You will need to purchase an extemal power supply to increase the power available to run the unit It is recommended that you use only a Lathem PC 50 Power Adapter a Regulated 5vDC 20 Amp Adapter that has been tested for this purpose rather than a generic power adapter Use of other Adapters may damage the Terminal and will void your Warranty To purchase this product visit httpy shop Jathem com Reference Partt VIE2764 SDC 2 0Amp Regulated Power Adapter Note A Lathem PC 50 Power Adapter is included with a TS WES Wall Mount Finger Sensor attachment It is highly recommended to use the power adapter when connecting the finger Index A Accessories 3 Add a new employee 48 Add Punch Icon 60 Add Time Off Icon 60 All Timecards Report 80 Archive Data 73 Audio Settings 75 B Backup Data 72 Backup Icon 57 Base Pay 49
20. asswords are NOT case sensitive and may be up to 11 characters Register Your PayClock Express PCS0 You may register your system anytime within 20 days of installing the software If alter 30 days you haven t registered your system you Will be required to do so before continuing to use the software There are three ways to register your sofware Complete the Registration Wizard that appears upon log in Sdect Register Now to fill in the requested information and submit Ifyou do not have an intenet connection lect Print at the end of the wizard to print and fax your information to Lathem at 1 800 252 2008 pay ock REGISTRATION gt RENDER Call Lathem at 1 800 241 4990 and select option number 1 from the telephone menu to speak with a sales representative Vist wwvedathem comy register and follow the steps outlined Configure PayClock Express Create Company Profile and Setup Pay Period The General Tab will allow you to define your company name and your company s pay period You will enter when your pay period begins what type of pay period your company uses etc To begin configuring your payroll preferences 1 Click on the Setup Icon within the Ribbon Bar 2 Sdect the General Tab 3 Enter your Company Name this is the name that will be displayed on report headers 4 Sdect your company s Pay Period Type among the options for Smimonthly you will be asked to e
21. computer MUST be on the same Local Area Network LAN as the full PayClock Express Software installation After installing PayClock Express on your computes install the PC30 drivers on the computer you will use to connect the PC50 terminal Once you reach the Install Type window select Install PC50 Drivers Click esa nb Ne Continue following the same installation instructions outlined above You will then be ready to connect the C50 to the second computer NOTE IF installing both Express and the 50 on the same computer only dun the Install Full PayClock Express with the PCSO Drivers Connect the USB cable to the PC50 To begin setting up the terminal frst connect the 15ft USB cable to the rear side of the PCS0 as shown below NOTE aware of the orientation of the USB cable to the port Be sure to inset the USB cable with the THIS SIDE UP labd facing up into the USB port Gee diagram Make sure the cable snaps into place Connect the USB Cable to the Computer After connecting the USB cable to the PC50 connect the other end of the cable to an available USB port on your computer as shown below NOTE You can increase the distance between the PCS terminal and your computer s USB port by purchasing USB cable extenders directly from Lathem at http shop lathem com or through an authorized reseller You may ne
22. d lips and FAQs Free software updates and version upgrades during the Support Period giving you free access to the most current software features Quick exchanges for damaged or broken clocks thereby reducing downtime Extended parts and labor warranty helps you to save money repairs needed after the regular product warranty has expired leam more about Lathem support contracts and to make a purchase contact us at 00 241 1990 or visit ttp wwJathem com news supportplan shtml Package Contents Please verify that your package includes ALL of the following items It your package is missing an item please Lathem technical support at 404 601 1068 PC50 Terminal Fifteen 15 Radio Frequency ID RFID badges PayClock Express Software CD 15 USB Cable PCSO User s Guide Three 3 wall mount and anchors Securing dip sew and anchor System Req ements You mus verify that your ssim mass ALL of the minimum requirements listed below in order to run PayCloce Express on your computer If your system does not meet these minimum quirements do not run the software Minimum Requirements Microsoft Windows XP Pro or Home or Vista Windows XP 300mhz Pentium processor or better Windows Vista 1Ghz processor or better Windows XP 128 Megabytes of RAM Windows Vista 512 Mb of RAM Home Basi 1 Gb of RAM Home Premium Business Ultimate Hard disk with at least 2
23. ed to use a Lathem 50 Power Adapter if the badge reader works intermittently see the Troubleshooting section You may add up to four 16ft USB Extension Cables P N USECABLE16 You may add 150ft Super Extender Cable P N USBEXTENDER The computer vill automatically begin installation of the required software drivers Follow these instructions to succesfully complete the installation of the software drivers Note The PayClock Express CD should be left in the CD Rom drive until you have loaded these drivers These two software drivers must be installed for the PC50 to operate properly USB Device and Lathem TouchStation Two separate Found New Hardware Wizards will appear in succession You must complete both Wizards Please note that it may take up to one minute for each Wizard to automatically appear Please be patient 1 After sucessfully connecting the PCSO hardware to your computer the message Found New Hardware will show in the Notification Area with the USB icon 2 The Found New Hardware Wizard vill display Select Yes this time only or Yes now and every time T connect device and click Next gt 3 Sdect Install the software automatically Recommended and dick Next gt 4 When the driver is Locals this message will display Click Continue Anyway Important Do NOT select STOP Installation or your PCSO wi not operate 5 Click Fi
24. gistered trademarks of their respective companies Quick Start Steps Verify the contents of your system pa 7 Verify your computer meets the Minimum System Requirements listed on pages 3 of this User Guide 08 Install the PayClock Express Software and PC50 Driver pg 9 NOTE You may install the PC5O terminal on a different computer from the one which contains your PayClock Express software To do so first perform a full install of the software on computer you will run lock Express Then install the 50 Driver on the com Youlus annes the SD When the instali begins eiat Only Install 50 Drivers from the Install Type Window and continue following instructions Connect the USB Cable to the FC50 Note Make sure the cable snaps firmly into place pg 15 Connect the USB Cable to your computer and install the required software drivers pg 16 Using the instructions on page 36 mount your PC30 to the wall where would like employees to punch in and out a Open the PayClock Express software by dicking on the PayClock Icon pg 38 Configuring your software preferences by using the Setup eon in the Home Screen pg E Ad employees and assign badges using the Employee Icon pg 48 Welcome Product Overview Congratulations on the purchase of your new Lathem PayClock Express Time and Attendance System This system will allow you
25. is employee unused punches will be displayed in list format along with a description of the punch Close A Pay Period The Close Icon allows you to close out the current pay period You cannot edit data from a dosed pay period although you may still reports and exports Make sure that you are finished making changes to the data for a pay period before dosing it 1 Click the Close Icon in the Ribbon Bar The Close Pay Period window will appear 2 Under PayClass you will see date that the pay period was last dosed 3 Click Apply The Confirm Close dialog box will appear Make sure that the dates lise in this window are the dates that you would like to dose out 4 Confirm the dose by typing Yes in the box and licking OK Reopen a Pay Period Reopening a previously closed pay period will allow you to view and edit employee mecards just like before the pay period was dosed Reopening the last pay period will display the punch records from that period and reset the pay period settings for that period but will not restore the rules for that pay period SA ore Re ru ea 1 Reopen Last Pay Period from the drop down menu within the System Button The Reopen Last Pay Period window will appear 2 Under Pay Class choose Standard TypeYesin the box to confirm that you want to reopen the las pay period 4 Click Apply to complete the reopen Recalculate Data Sdecting Recalcula
26. led for hardware to function Sdec Allow on the User Account Control window cance low 1 Select Install Type value beme bares ifti FR Select Install Full PayClock Express and dick OK Note You will only select Only Install PC50 Drivers when you are installing the 0 to a different computer 1 Begin Setup MUST s mg erm Moment see cate MT Tp led After you have read the screen click Next to move forward 5 Read the License Agreement m Select I Accept to aovept the terms to move forward 6 Select a Destination Folder The default location for PayClock Express to be installed is the folder To change where PayClock Express will be installed on your computer dick Browse to locate your preferred folder Once you have specified a destination folder dick Next to move forward 7 Start Install start the installation process dick Next The installation will begin and the following windows wil appear B intente pe The PayClock Server Connection Manager and PayClock Terminal Service Manager icons will appear indicating that PayClock has been successfully installed These icons will display when you log in to Windows but the PayClock Server and PayClock Terminal Service will run without being logged in to Windows Seve ager
27. nish to complete the process of loading the first driver 6 Another Found New Hardware Wizard wil display Sect Yes this time only or Yes and every time T connect a device and dick Next gt 7 Sdect Install the software automatically Recommended and dick Next gt 8 When the driver is located this message will display Click Continue Anyway driver 10 Following the completion of installing the drivers the PCO should light up displaying the current time and date Windows Vista Install the PayClock Express Software and PC50 Drivers CAUTION Before proceeding with your PayClock Express installation verify hat your PC meds ALL of the Stem Requirements listad on 1 Prepare your computer Sdect the computer you will use to manage the PC5O sistem Close all programs including virus protection software 2 Insert the PayClock Express CD Inset the PayClock Express CD into your computer s CD ROM drive The Setup program should run automatically Run PcSetup exe IF it does not follow the steps below JR O Drive E PayCtock Espress If AutoPlay does not run follow the steps below gt Click Start Programs Accessories Run from the Windows taskbar gt Ab the command line type dA Payelock PCSetup exe here ds is the letter of the drive for your CD ROM gt Click OK NOTE PayClock Express software MUST be instal
28. nter the two dates First and Second which is the starting date of each pay period 5 Using the pulldown calendar sect the date on which your period begins or began 6 To set the Maximum Hours Out to Start New Shift enter the number of hours an employee must be punched out before PayClock will asume new shift has started 7 To s the Maximum Work Day Length enter the maximum number of hours an employee can work in one day It is recommended you leave this setting at the default of 14 hours 8 IF you would like lunch breaks to be automatically deducted from punched time check the Auto Deduct box Then enter the Worked Hours to Qualify the number of hours worker before the deduction will be taken You then enter the Length of time automatically deducted for this bresk NOTE Automatic break deductions are optional What is setup applies to all employees in the softwere Instead you may prefer to have employees punch in and out for breaks 9 Click OK to sue settings Create Overtime Rules In The Overtime Tab you can set up how the software calculates overtime hours You may define up to two overtime levels 1 1 employees receive overtime pay on a daily basis check the first box For Overtime Level 1 select the rate at which employees are paid for overtime work and the number of hours worked Limit needed to eam this overtime For Overtime Level Q select the addi
29. ployee s timecard 1 Select an employee from the Employee List to view his her lima Select the cll that contains the punch you would like to delete Click the Delete Punch Icon 4 A popup screen will ask Are you sure you want to continue with this deletion If you would like to continue dick Yes If not dick No 5 You will no longer see the deleted punch displayed on the Employee Time Card RM Refresh Data To refresh your data simply click the Refresh Data Icon Any updates will automatically upload into the data Find Missing Punches 1 Select an individual Employee Timecard from the Employee List 2 In the Express Timecard screen select the Find Missing Icon 3 Hf there are missing punches correct them one at a time If here are no missing punches PayClock will display the message No Exceptions Found Show Unused Punches In the Express Timerard you may view any punches that have been recorded by the PCSO terminal but deleted in the Timecand In addition this box will show any punches which fal outside ofthe allotted work day change maximum work day settings sect the General Tab from the Setup Icon and adjust the hours entered in Maximum Work Day Length Note Making a change to the Maximum Work Day Length wil be applied to all employees Check the Show Unused Punches box If there are no unused punches this checkbox will display There are NO unused punches for th
30. rd is known as the Break Point PayClock Express allows you to sdect one of three rounding options No Rounding Punches will be calculated totheminute e If an employee punches in at 7 08am the software will calculate the time of entry as 7 08am Ifan employee punches out at 5 23pm the software will calculate the time of departure as 5 23pm hour rounding 15 minute rounds with a 7 minute break point Time is calculated in increments of 15 minutes 00 15 30 or 45 lt If an employee punches in at 7 08am the software will calculate the time of entry as 7 15 because 8 is after the seven minute break point at 7 00 fan employee punches out at 5 20pm the software will calculate the time of departure as 5 15 because 20 is before the seven minute break point at 5 15 4 10 hour rounding 6 minute rounds with a three minute bresk point Time is calculated in increments of 6 minutes 00 06 12 18 24 30 36 42 48 54 e If an employee punches in at 7 08am the software will calculate the time of entry as 706 because 08 is before the three minute break point after 706 Ifan employee punches out at 523pm the software will calculate the time of departure as 5 24 because 23 is ater the three minute break point after 5 18 To finalize your Rounding Rules select the rule setting you prefer and dick OK Format Time And Date The format tab allows you to decide how PayClock Express will displa
31. rds Report Choosing Timecands from the Reports Icon will pull up all employee timecaris arranged in alphabetical order You may to the next employee by using the Forward button or the previous employee using the Back button 1 Using the scroll buttons or Select a Pay Period button choose the pay period for which you would like to generate a report 2 Select All Timecards from the Reports Icon Timecards will appear in alphabetical order NOTE For all reports you may use the Print con in the report toolbar to print the report Click Close to exit the report Export Payroll Data Payroll Export Wizard The Payroll Wizards Tab helps you setup your data for export into format your payroll service can read PayClock Express can export data into QuickBooks Paychex and ADP payroll software You can also export data into ASC format run an export wizard 1 Select the Setup Icon from the Ribbon 2 Sect the Payroll Wizards tab then highlight the payroll program your company uses 3 Click Setup to run the Payroll wizard The wizard will take you through the setup for your particular payroll program Fill in the requested information in exch step and dick Finish 5 Your payroll export will now be available in the list of Payroll Interfaces Create a Payroll Export File After completing the payroll wizard setup PayClock Express can export your time and attendance data directly into your pa
32. rofile in onder to allow PayClock to calculate gross pay on the timecard 5 Use the pull down calendar to select a Date of hire for each new employee 6 To decre Inactive or to Terminate an employee from the software check V the box next to the desired selection This wll allow you to enter in the date of Inactivation or Termination 7 You may then use the pull down calendar to select a date of Inactivation or of Termination 8 To Add Sounds or Add Custom Messages for employees to hear upon punching in or out you must first check GZ the box that reads On any Punch Play For Sounds through the drop down menu to the desired greeting To preview a greeting press the P button next to the drop down menu To create your custom text message simply type in the message you would like displayed for that employee upon punching in or out Finally sect a number from the dropdown menu How many times should this message play 9 Click OK to keep your changes Using the Clock and Badges Move the badge towards the illuminated oval target area on the front of the PC50 When the badge is in close proximity to the PC50 a confirmation beep will sound a text message will appear a custom audio message may be played and the oval target area will tum either green or red indicating a good or bad transaction I you scan a badge that has not yet bem assigned to a specific employee in PayClock Expres
33. s the terminal will display an error message along with the badge number that was read NOTICE The PC50 utilizes an internal antenna to read the employee badges Make sure these badges are stored at least 6 away from the PC50 when not in use to avoid accidental badge reads Navigating PayClock Express Now that your software is installed and your PCSO is connected to your PC you may begin configuring your preferences within PayClock Express All of the PayClock Express functions are contained within The Home Screen Within the Home Screen there are four sections the Ribbon Bar the Express Timecard the Employee List and the Information Center The Home Screen Use the scroll buttons circled to move through pay periods Highlighting an employee will display his her time card in the Express timecard Ribbon Bar use to navigate within the software and locate functions Express Timecard use to edit and view individual punch data Employee List use to view pay period summaries for all employees Information Center use to find help and purchase software upgrades and accessories Changing the Display PayClock Express allows you to resize windows within the Home Screen so that you may adjust the screen display as needed Sample Home Screen Displays You may adjust screen displays by using your mouse to click on and resize windows Tago shes The
34. te from the System Button option will instantly update the dala calculations for all employers in the software Refresh Data Sdecting Refresh from the System Button option will instantly update and reload the sxe Backup Data It is important to backup your data to protect your records in the event of a disaster The Backup function makes a complete copy of all of your files in the Database folder and then compresses them into one file 1 Select Backup Data from the dropdown menu under the System Button 2 The Database Backup Manager window will open 3 PayClock automatically locates your data and displays the location under Database to Backup Under File Name select the name you want to give your backup file the default is simply Database Backups have the file extension TDK If you ive your backup file the same name each time you backup the file will be updated with the latest information Your file will not be written aver 4 In the Note space you may add a desrripion of your file this is optional 5 Locate the destination for your backup file under Write the Backup to this location section If you would like to make this destination as your default sect Save as my Default Backup Location 6 To simply backup current and next pay period data and not dosed pay period data sect Exclude History Data 7 To crete the backup file click Create When the backup proces is complete click Close Archive Data
35. tional rale at which employees are paid for additional overtime work on a daily bass and the number of hours worked Limit needed to enm this overtime Ifan option is not applicable choose Not Selected 2 employes receive overtime pay on a weekly basis check the box For Overtime Level 1 the rate at which employees are paid for overtime work and the number of hours worked Limit nese to eam this overtime For Overtime Level Q select the additional rale at which employees are paid for additional overtime work on a daily bass and the number of hours worked Limit needed to eam this overtime Ifan option is not applicable choose Not Selected Seet Daily OT Overrides Level 1 Weekly OT if your employees will continue to recive Daily overtime after Weakly overtime has been reached this is not available if multiple levels of weekly overtime are set up Note This option is selected by default 4 Choose your Weekly OT Start Day select the day on which you would like the overtime counter to reset back to zero 0 Typically this is the same as the starting day of your pay period 5 Click OK to save your settings Select Rounding Rules Rounding rules allow you to define how your punch minutes will be rounded Specifically rounding refers to the increments in which the punches will be calculated The point at which the software will decide to adjust a punch time forward or backwa
36. to record and manage employee attendance records with ease and simplicity Indude in packaging is the PayClock Express software which you will use to manage data This software will allow you to view edit sort and print attendance records within one window Should you desire software upgrades or system accessories in the future information is available at wwwJathem com The PC50 utilizes proximity badge system meaning that employees will punch in and out by waving a badge in front of the docks sensor The 50 is realtime so there is no polling this device When an employee punches In or Out the punch is immediately added to the database IMPORTANT The PC50 must be connected to the computer and the computer must be powered on for the unit to be operational The PC50 will stop functioning when itis unplugged from the computer The PC50 also offers a backlit LCD screen to display important attendance information Upon receiving a punch the screen will display the employee s name In Out status and total hours worked for the pay period You may also elect to add custom text and audio messages to play for individual or all punches PayClock Express uses an open schedule to calculate employee time and attendance This means that an employee s schedule begins with his her first punch and ends a set number of hours later The employee is able to punch in and out fredy during his her schedule So using 14
37. to the Employee List Add Punch Icon This button lets you add a new punch as wel as the date and time for the new punch Add Time Off Icon This button lets you add time off for an employee and sled the date time and pay code category for the absence Delete Icon This button allows you to delete punches already on the Time Card The Refresh Icon Ths icon will refresh the data in the timecards to reflect the most recent activity The Find Missing Icon 55 This button will locate any missing punches within an Employee Timecard PayClock looks for an even number of punches When an odd number of punches is found PayClock assumes that a punch is missing an employee punched In but not Out or vice versa The Time Card Table The timecard table functions much like the cells in a spreadsheet By clicking on a desired call you may edit it as needed Date In Out in out Hous splays Displays Displays Dish medaleof thetimeof thetimeot Bours punhs antnor worked or record in Out punch Out punch applied the table onagien onagiven time off for day day a ien day The Information Center The Information Center contains information on PayClock oftware including links to software help and support user tips upgrades and accessories Clicking on a link will open a new window
38. ure editing after you dose a pay period you may not go bad to edit the dala within that period The Backup Icon Back up pay period data to a specified file on their PC The Help Icon e Lee Opens the PayClock Express Interactive Viewer which as a reference for any questions or issues that may arise as you use PayClock Express The Finger Sensor Icon Finger Sensor Opens the Finger Template Management Wizard when Lathem Fingerprint Reader is connected to the PC50 This allows you to register employee fingerprints into PayClock Express se page 3 for information on purchasing this and other accespris The Employee List The Employee List displays the list of active employees the period data for each employee and is used to select employees in order to edit or update data or to run individual reports Express Timecard The Express Timecard gives you a quick view of individual punch information and allows you to add edit or delete data is necessary Use the Express Timecard Toolbar to add punches and nonwork time as well as delete punches and find missing punches The Timecard displays Base Hourly Pay and Gross Pay well as total regular overtime and non workes hours worked for the selected pay period 1 Select the desired employee from the Employee List 2 The employees Timecard will appear in the Express Timecard area next
39. uter 3 When the computer finishes the reboot process the sensor window on the TSWFS attachment will illuminate indicating that it is ready for use 4 You are now ready to begin using the Biometric Fingerprint Reader attachment with your PC50 and PayClock Express Note A Lathem PC 50 Power Adapter is included with a TS WES Wall Mount Finger Sensor attachment It is highly recommended to use the power adapter when connecting the finger Enroll Fingerprints 1 Select the Finger Sensor Icon from the Ribbon Bar GC TEN 2 Sdect the employee you would like to enroll from the drop down menu You also assign employees to work stations by selecting the corresponding button 3 Sect the finge the employee will use for enrollment d 4 At this point you may change default security levels Adjust the Security lad o mest your company s needs and click Next oe ee Click Begin Registration Follow the step by step instructions displayed in the Instruction box to scan fingerprints Each fingerprint must be scanned four times to be succesfully registered and one time to be verified 02522 amp When finished click Next You may choose to Enroll another finger for this employee Enroll another employee or Close the wizard Sela the desired option or dick Close Troubleshooting T you cannot locas an answer to your question or sue within ihe troubleshooting section ple
40. y dates and times within the software Software Time Settings determines how time will be displayed 12Hour displays time in increments of twelve hours 1200 1 00 200 ete 24Hour displays time in increments of 24 hours 1200 1300 14 00 ete Software Date Settings determines how dates will be displayed For the date of December 1 2006 the following display options exist MM DD YY displays date as 12 01 06 DD MMJYY displays date as 01 12 06 YY MM DD displays date as 06 12 01 Show Express Time Card in Black and White check this box if you would like the Express Timecard displayed in black and white rather than in yellow and green Hide Day of Week DOW column in Express Time Card check this box if you do not want the day of week column to display on the Express Timecard Click OK to save your settings Add Employees and Assign Badges The Employees lon is used to edit delete and filter Add New Employees 1 Within the Employee Icon click Add New 2 Assign each employee a badge to use for punching in and out Each badge contains unique ten digit badge number on the back see example below The number of the badge assigned to an employee must match the number entered in the Badge Number field in that employee s profile payclock 3 Inset the employee s personal information in the appropriate blanks 4 You may include Base Pay rate in the employees p
41. yroll stem The Export Icon creates a separate file that your payroll program can read Select the Export Icon from Ribbon Bar The Export Payroll Data window appears 3 Under Payroll Interfaces select the export option you would like to cite 4 Under Period to Export from choose which pay period you want to export 5 Click the Export button You will see a window indicating that your file is being processed followed by a window indicating that your has been created Install the Wall Mount Fingers Sensor Attachment With the TSWFS Wall Mount Finger Sensor attached to your PCSO terminal employees can punch in and out by scanning their finger instead of using their badge When an employee places their finger on the sensor PC5O terminal wil scan the fingerprint and compare it to the stored fingerprints When the fingerprint is matched record of the punch will be added to the database and will show In or OUT on the PCSO display along with the employee name and total hours for the pay period Note The Biometric Fingerprint Reader is available for purchase htp shopathem com 1 Connect the TSWES the Biometric Fingerprint Reader Attachment to one of the two additional USB ports on your 50 In the Notification Area of your computer next io the USB icon the following message will appear Found New Hardware The driver will be loaded automatically 2 Reboot your comp
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