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User Manual - Gradience Tech Support

1. Ch 7 Managing Employee Records 80 mi Time Clock amp Neil Feature Description Time Clock Access b Can create their own Time Clock Entries cont gives employee the ability to create Time Clock entries c Can Edit their own Time Clock Entries gives employee the ability to edit Time Clock entries d Can Delete their own Time Clock Entries gives employee the ability to delete existing entries Current Work Schedule Current Work Schedule allows you to assign a Note To create a Work Work Schedule for rounding and reporting Schedule see Chapter 8 purposes Creating and Editing a Clear allows you to remove this work Work Schedules schedule from an employee b History allows you to view changes to an employees work schedule This also allows you to edit the Start Date In Out Board Access In Out Board Access allows you to assign an employee access to see None All employees or employees by Location or department See In Out Board on page 77 Employees Not Rounding on the Correct Work Schedule uooooocoonconanonnnoonooos Employees may be assigned different rounding rules over the course of their employment Every time an employee is given a new work schedule he or she gets a new Start Date from which the current work schedule begins A new work schedule will only round from the Start Date going forward Any punches before this date will not be rounded on this s
2. Gray band A gray band designates a manual entry was given for a set amount of hours see Enter Hours for a Date under New above For example Josh took 8 hours of Vacation on 3 15 2002 and a manual entry was entered for his time Plus Sign A plus sign designates a punch was changed or manual entry was entered Asterisk An asterisk designates that there is a double punch either two IN punches or two OUT punches together Action should be taken on this type of entry of either adding a new entry or correcting an existing entry Hours cannot be calculated for a double punch entry rey CAUTION If you see an asterisk next to a time entry this means that some type of ii action should be taken such as correcting a punch Caution Work Day Date Punch Time Adj Time In Out Hours Day Hours Monday 03 11 2002 09 06 am 09 10 am IN Time Card Entries 03 11 2002 8 50 Asterisks y denote double 03 12 2002 03 13 2002 01 35 am 01 37 am 01 30 am 01 40 am Monday Tuesday Plus sign entries denotes manual entry ot edit was Wednesday 03 14 2002 made 03 15 2002 8 00 K Ya Tip Right clicking on an entry will show you the rounding rules Work Schedule Rules for that entry Ch 6 Clocking In Out 69 mi Time Clock gneil The In Out Board allows you to see at a glance employees who are in and out The In O
3. Print Stock The Print Stock Tab allows you to select the label type The G Neil ID Badge type can be requested through our sales team and is specifically designed to work with MyBiz Time Clock and MyBiz Records Layout Barcode Ki Label Adjustments Por EMPLOYEE G NeillD Badge inte C Avery 5390 meee C Avery 5395 wii Card Stock G Neil Direct Mail Inc SNeil 111 mi Time Clock Neil ID Badges Label Adjustments Tab Table Listings eesssesesssesssesssossosssessoessoensosssesssesssese Ch 10 Using Reports Label Adjustments Printers are not created equally some may print the labels too far to the right or left The Label Adjustments Tab allows you to move the labels to the left or right and up or down to accommodate quirky printers Normally you shouldn t need to adjust the labels to the right and left or up and down but it s there in case you need it Feature Description Left Offset When using the Left Offset positive numbers wi offset the label to the right and negative numbers will offset the label to the left Top Offset When using the Top Offset positive numbers wil move the labels down and negative numbers will move the labels up Picture Offset The Picture Offset allows you to stretch the picture by using positive numbers and negative numbers wil squish the picture if needed Save Label Adjustment The Save Label Adjustments button a
4. Copy Progress Bats COL COEL ICO Transfering data to new table Transfering table ATCONNOTES Status Bar Ch 11 Database Maintenance 116 myi Time Clock amp Neil DB Maint Features The DB Maint utility has the following features Features Description Start Begins the maintenance or repair Cancel Stops the maintenance or repair process Print Prints the error message s The Print button will not appear unless there ate errors Copy Copies the error message s to the clipboard This will allow you to paste it into an email The Copy button will not appear unless there are errors Close Exits the DB Maint utility NOTE The DB Maint utility will attempt to repair the database that the hrware ini file points to Go to Start gt Run and enter hrware ini Locate HRWARE in brackets and see the Server name and Path for the directory of the MyBiz database Ch 11 Database Maintenance 117 mi Time Clock gNeil Chapter 12 Importing and Exporting Data The MyBiz programs allow you to import and export basic employee data MyBiz Time Clock also allows you to export data from within the program Chapter Contents OVE VIEW orner essare eeii iniiai i eiii iE KRE s 120 FEACUBCS 2 ol cani 120 Required Fields acid Aito 121 IMPOFTINB mern i e nono a E 121 EXPOFTINB ena o n EEE E OORE RAO RRE 122 Export Time Clock Data ii ds 123 Ch 12 Impor
5. sssccssssssssscsssscssssssssssssesssesssessonees The magnetic stripe card reader mag stripe reader is an optional accessory that you can use with MyBiz Time Clock The type we use is a keyboard wedge which connects to a computer keyboard The mag stripe reader is meant to be used with a dedicated computer which can run the Time Station Remote Terminals Optional sssccsssccsssscssssccssssesssssessssssessssessssseesesssesens Ch 2 Installing The Time Clock Remote Terminal is another optional accessory that you can use with MyBiz Time Clock This section explains how our program works with remote terminals A remote terminal is a data collection station that looks like a 10 key pad with a magnetic stripe card reader attached The remote terminal is connected by a network cable that allows you to have a small data collection station in areas where you don t want or need to have a full computer and monitor setup A remote terminal collects the data such as someone clocking in out and sends the information to the database where it processes the data through stored procedures In other words it does all the processing at the PC where the database resides The remote terminal has a live connection to the PC so if the PC goes down employees will not be able to clock in or out until the connection is restored Setting Up a Remote Terminal To set up a remote terminal you will need the following gt One Time Clock Remote
6. Comments Comments are not required but may be helpful when reading a reason at a later date Date Versus Work Date When creating a new time entry there are two date fields Date and Work Date The Work Date represents the date the entry is counted towards Normally you won t need to change the Work Date unless you have work shifts that cross over midnight For example Josh starts work and clocks in at 8 PM on Monday night He gets off work at 4 AM on Tuesday morning but forgets to clock out A manual time entry is created for him punching him out at 4 AM the Work Date is of the previous date the actual date Josh started work The program knew that Josh had clocked in at 8 PM the previous day and since he had not gone over 13 hours between punches it counted the OUT punch to the previous date Editing a Time Entry Edit allows you to change an existing entry You must be given rights to have this feature Remember that the Reason for Change block is required and tracked Editing a time entry is similar to creating a new entry except you only have the choice to change a punch time entry Deleting a Time Entry Delete will erase the selected time entry and record the deletion All changes and deletions are recorded and tracked To view deleted time entries go to Reports gt Deleted Time Clock Entries Printing an Employee Time Card Print allows you to print an employee time card for the selected date range Getting He
7. Delete Employee How To 3 Click Yes to the Are You Sure message Giving Employees Access to Clock In momomomosoomosoonorcncnoronononononcorononconononsonononoso Click Time Clock Access from the Feature Column The Time Clock Access screen allows you to set up employee logins passwords swipe Follow me card access individual access to create edit and delete their time card entries assign Work Schedules and employee In Out Board access A manager or administrator will always have access to the In Out Board screen Ch7 Managing Employee Records 79 mi Time Clock Neil Be MyBiz Time Clock File View Settings Report Help i TimeClock Employee Select Browse TreeView Search by Last Name Time Clock Access Feature Time Clock Employee Detail In Out Board Reminders Reports Time Clock Access Time Clock Entries Time Card Runs ma F Austin Bily F Cifton Kelly T Dawson Renee I Handy Ed I Kar JT Makowski Tracy Chris Stephen Wanda Cathy Richards Robet aca I Woodward Time Cloc Sorted by LastName First Name Matthew Deborah _ Time Clock Access BrE Car A 3 Department Sunning Nel ES Denver Time Clock Identification GNEIL2 Swipe Card ID 22000001597 Password mmama Update Change Clear Delete Verify Password Time Clock Access Y Enable Employee Time Clock Access Y Can Edit their own Time Clock Entries Y Can Create their own Ti
8. F Clifton Kelly I Dawson Renee F Handy Ed I Karl C Rounded Punch exceptions in minutes MV Eay f5 Y W Late j5 y Out IV Early 15 M Lae 15 Matthew Work Schedule s Week Day s I Kleiner T Makowski I McCalla I McDonald Randy Deborah Tracy Chris TF Filter on Work Schedule s J Filter on Day s 1st Shift A 2nd Shift 9 00 5 30 Sunday A Monday Tuesday Wednesday I Opel I Osbom I Peck I Richards Robert Punch Exceptions I Woodward Kristies Time Clock Access Export Options Time Clock Entries IV Disable Headers On Export Display Options Show Social Security Number on Report Stephen Wanda Cathy Thuredan r Grouping Options IV Location Recent IV Department V Show Group Totals gt Employee Neil R Adams Hire Date 03 25 1996 Active The following are other options that are available on the Punch Exceptions Report For a list of features not listed here please see Report Interface Features above Feature Description Report Date Range Time Used For Report This allows you to set a date range for the report This allows you to report on Reported actual punch time or Rounded time Punch Exceptions in This allows you to view how early or late in minutes Minutes to report on Work Schedule s This allows you to filter on a selected work schedule Week Day s This allows
9. blank column for Middle Initial field Location Department Date of Hire Full Part Time blank column for Title field blank column for Employee Code field and Active Status All of the fields in bold are required We would still need to have a blank column for MI Title and Employee Code in the order of the fields For a Fixed Length format you may use the DOS Editor or any other editor that shows you the field length The lengths of each field must correspond to the Length column under the Field Layout page We recommend using the Tab Delimited format 134 mi Time Clock gt gneil The following is the field layout for importing text files into MyBiz Fields shown in bold type are required and all import text files must include them Field Field Name Layout Social Security Number Last Name First Name Middle Initial Location Department Date Of Hire Full Part Time Title Employee Code Active Status A I T Length Format if fixed length format 41 123 45 6789 20 up to 21 characters 20 up to 21 characters 20 up to 20 characters 50 up to 25 characters or numbers 50 up to 25 characters or numbers 10 MM DD YYYY slashes required 10 Full Time or Part Time only 30 up to 30 characters or numbers 14 up to 14 characters or numbers 10 Active or Inactive or Terminated only If you have MyBiz Records installed your text file can also include the following fields Date of Birth Address 1 Ad
10. e added 68 Deleting a Time Entty did 68 Printing an Employee Time Card ooooonccnoccnoccnoncoonconconnconoconono nono nnon ccoo EEE eE ran EEEE 68 Getting Help ia dai 68 Time Card Biri ieee A A A a eto EE 68 IN OUT BOARD A re aR AI 70 CHAPTER 7 MANAGING EMPLOYEE RECORDSG u cccssssscscssssccesssccccssssccccssscecessscccessssccecsssesees 71 OVERVIEW A Ge he Be OU eae No A AA AA 72 FEATURE COLUMN ed a a A E A A EE 72 TIME CLOCK ENTRIES insan e lo a A E A E 73 Time Clock Entries Toolbars drena a aa e e EE ES EEA 73 Creating a New Time Entry eeseseeseneseseesseseesesseseesserereseseesersreeesseserseesteseeseeossereesseesersrseeseerereeseeeese 74 Date Versus Work Dae a e a a a a ea e i a e ea 76 Editing a Time EM E E E E E O O 76 Deletinig a Time Et E E E 76 Printing an Employee Time Card cccceccceescescesssssceescesecesecneceaecseecaeeeaeeeneseneseeeseeeeseeseenneserseereneaes 76 Getting Help ata tie aura taste acti Unc Alans ous inden o E its es Vast nba id 76 TimeCard Ente o e eA Pe ed ate id ate atone ce atte or tos Soe la Pon as bake 77 IN OIU H OA RID ee E EEEE E e E EAE E E ia AE A oe Siti dat e Hg 77 ADDINGA NEW EMPLOYEE E erra r a e a a a a aaa e e a e ai iea eiit 78 DEERING AN EMPLOYEE its 79 GIVING EMPLOYEES ACCESS TO CLOCK IN ccccccccccessesssseceeececsesenssceseeccsenenseseceeecsenesaeeeecesesenssaseeeeeeeeenees 79 EMPLOYEES NOT ROUNDING ON THE CORRECT WORK SCHEDULE ccccsesssseeeceesessee
11. programs Even if you only have one of the listed programs you will need to follow these instructions to set up user access rights Search For This allows searches by User Name Save As This allows you to create new user log ins based on access rights of another user Security Maintenance User Security i ral 2 S First Previous Next Close creen Detail Attendance Records Time Clock Location Department Log In Full Name Password Verify Password Display Reminders Alarms Show Hints Cc C o Is User Active Creation date 4 12 2001 oj c Feature Access Rights Employee Record Access Read White Delete Detail Read Write View SSN Yes Run Reports Yes Reminders Read White Delete Reminders Assign Global Yes Reminders Assign Users Yes User Security Read White Delete Location Department Maint Read White Delete Global Preferences Read Write Delete Database Backup Yes Js rs pas pa iat Ch 5 Setting Security Rights 58 mid Time Clock ZNeil The User Security window has the following features Feature Description Employee Record This allows access to view add or delete employee Access records Detail This allows access to the Detail Tab on the main screen View SSN This allows access to view Social Security Numbers Run Reports This allows access to run reports Reminders This allows access to
12. Clocking In Out There are two ways to clock in and out of MyBiz Time Clock and both are described below You can use a keyboard or a magnetic swipe card using a card reader MyBiz Time Clock may be installed on one or two central computers or on all of your employees computers so they may clock in out from their desk Note Employees use the MyBiz Time Station program to clock in out while managers and supervisors use the MyBiz Time Clock Admin program to manage employee time Ch 6 Clocking In Out Chapter Contents A cash ste E EE ote 64 Clocking In Using the Keyboard mocoicincnconinininancnnononinancnanaronononsos 64 Clocking In Using a Swipe Card and Reader ou 64 My Time CLOCK viii is 65 63 mi Time Clock Neil OVEFVICW A A O OP EOS OOO A We have made clocking in out as easy as possible Employees clock in and out from the MyBiz Time Station application Employees may clock in using the keyboard or using a magnetic stripe card swipe card and card reader eN MyBiz Time Station Time Station My Time Clock Help Clock In Out Screen My Time Clock F12 In Out Board Fx Help Monday 7 5 2004 8 42 27 AM a a Employee Login Password IF5 Clock In F8 Clock Out SNeil Card Swipe Enabled Auto Clocking Enabled Clocking In Using the Keyboard sssisssccenssivaswvetencavaiundnssnisleonsmesdcncuetiniecwadiadelecatiecnecee Before being able to clock in and out an employee must have Time Clock access See Assigning Time Clo
13. Date New Time Original Date Origine Bg Supervisor 07 16 2003 04 55 pm 09 11 2003 Employee Neil R Adams Hire Date 03 25 1996 Active Ch 4 Code Sharing 54 mi Time Clock amp Neil If we double click on the Changed By Date at the bottom of the Time Clock Entries screen we can see Vacation as the Reason for Change Reason Code TE MyBiz Time Clock DER ff Close 7 Help Original Punch Date ADE NA Original Punch Time Punch Time N A Changed By Modified Date New Date New Time Original Date Original Time New Hof Supervisor 09 11 200310 05 am 09 12 2003 12 00 am Kamm Reason for Change AE Vacation Gave comp day for working extra hours And we can see that it shows our columns of Paid Vacation First Column and Paid Personal Second Column with 16 hours Paid Vacation showing for Neil Adams amp Time Clock New Time Card Run Y Save Cancel 5 Grab Run Help S Close UDEG 09 12 2003 RunName E 03 to 061403 ME Unlocked MESITA n Process X Date Range From 96 01 2003 y To 06 14 2003 y T Locations and Departments Mic Name BELI Reg Hrs OT H s Vacation Per bnal Other Total Hrs M 8 Adams Neil 11111 0111 4200 oON 16 00 Jo000 00 00 58 00 Iv s I 11 Clifton Kelly 176 28 8931 24 00 16 00 16 00 00 00 08 00 64 00 M FO Karl Matthew 422 86 9517 00 00 00 00 00 00 00 00 00 00 00 00 ry TO McDonald Chris 00 00 00 00 00 00 00 00 00
14. Day to be defined Work Schedules DER Work Schedules gt gt D Shifts Crossing First Prior Next Last New Delete Print Help Close Midnight Tab Work Schedule a work Schedule Name BET 1st Shift E NIT i ii Shifts Ci Midnight 2nd Shift 9 00 5 30 Rounding Rules Overtime and Punch Schedules ifts Lrossing Midnigl 31d Shift 9 30 6 00 Generic 15 min 10 00 PM Generic 6 min New 15 Min IV Report time to prior day on or before 02 00 AM Maximum expected hours for lunch break 3 5 When employee punches in at 10 00 PM or later the time will be reported on the next day If a shift crosses midnight and starts before 10 00 PM the expected lunch break is not to exceed 3 hours Example If your shift starts at 8 00 PM and your lunch break is at 12 30 AM if you punch back in on or before 3 30 4M pour time will be reported against the previous day Feature Description Report time to NEXT DAY This allows you to set the time punches Work on or after Date to the next day For example if the night shift starts work at 10 PM on Monday night but the entire shift 10PM 6 AM is counted for working on Tuesday then you would select this option Report time to PRIOR DAY This allows you to set the time punches Work on or before Date to the previous day For example if the night shift starts at 2 AM on Tuesday but the entire shift is counted for working on Monday then you would select
15. EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO THE USE AND INSTALLATION OF THE SOFTWARE PRODUCT DEFECTS IN PRODUCT MEDIA AND THE PROGRAM AS WELL AS THE SOFTWARE PRODUCT S INTERACTION AND COMPATIBILITY WITH OTHER PROGRAMS SYSTEMS AND HARDWARE IN NO EVENT SHALL G NEIL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGE INCLUDING BUT NOT LIMITED TO SPECIAL INCIDENTAL CONSEQUENTIAL OR OTHER DAMAGES EVEN IF G NEIL HAS BEEN ADVISED OF THE POSSIBILTY OF SUCH DAMAGES THE SOLE AND EXCLUSIVE REMEDY AVAILABLE TO PURCHASERS LICENSEES UNDER THIS AGREEMENT IS LIMITED TO REPLACEMENT REFUND OF SALES PRICE OR FULL CREDIT FAILURE TO COMPLY WITH THE TERMS OF THIS SOFTWARE LICENSING AGREEMENT IS STRICTLY PROHIBITED AND MAY VIOLATE COPYRIGHT LAW G Neil is a trademark of Everglades Direct Inc Microsoft Windows and Internet Explorer ate registered trademarks of Microsoft Corporation Entire work G Neil 2003 All Rights Reserved We welcome your suggestions and comments Contact us at G Neil 720 International Parkway Sunrise FL 33345 Tel 800 999 9111 Fax 954 851 1214 Customer Service e mail tcs gneil com Technical Support Tel 888 925 7740 or www gneiltechsupport com Shop Online at www gneil com mid Time Clock ZNeil Table of Contents CHAPTER 1 WELCOME hiivscsssccscssssesvsssesessessveccsesscecsvsnscavsvevesscssecec
16. For example pressing 7 enters the number 7 on the keypad S1 amp top left character Enters the top left character For example pressing S1 amp A enters the letter A on the keypad 17 mid Time Clock amp Neil Ch 2 Installing Key Combination Local Function S2 amp top right character Enters the top left character For example pressing S2 amp B enters the letter B on the keypad S1 amp S2 IN Enter Network Configuration Mode S1 amp S2 OUT Enter Configuration Mode S1 amp S2 Cancel Reboot Terminal Reboot requires reconnecting through the TC Remote program Setup amp Configuration It is strongly recommended that you read these instructions on setting up and configuring the Time Clock Remote terminal BEFORE attempting to install it The Time Clock Remote terminal must be configured for MyBiz Time Clock BEFORE it can be installed and used on the network Configuration parameters can be modified through the operator console and are saved in non volatile memory Network communication parameters are entered with the Network Configuration Mode and the console parameters are modified with the Console Configuration Mode Configuring the Time Clock Remote terminal is done in three steps 1 Configuring the Network Configuration 2 Configuring the Console Configuration 3 Setting Up the TC Remote
17. Runs This a Time Clock Settings This allows access to the Time Clock Settings screen Messages This allows access to the Time Clock Messages screen Ch 5 Setting Security Rights 59 mi Time Clock amp Neil Feature Description Time Codes This allows access to the Time Codes screen In Out Board This allows access to the In Out Board Export Data This allows access to Export Data from the reports Time Difference This allows you to set the time difference for a computer in a different time zone Remote Terminals This allows access to set up a Remote Terminal User Security _ eN Security Maintenance Time Clock Screen User Name Supervisor Detail Attendance Records Time Clock Location Department Feature Access Rights Show Time Clock Tab Yes Time Clock Entries Read Write Delete Time Clock Access Read Write _ Work Schedules Read Write Delete _ Time Card Runs Read Write Delete _ Time Clock Settings Yes Messages Read Write Reason Codes Read Write Delete _ In Out Board Yes _ Export Time Clock Data Yes _ Time Difference Read Write Remote Terminals Yes Setting Up a User for Security ACCESS sssssscssssesessencssesessescssesssenensesesenensenenee When setting up a new user you ll need to make sure you set access rights under the User Security Detail Tab Location Department Tab and the appropriate program tab 1
18. and specify if it is a Workday and or an Overtime How To Day An Overtime Day is any day that is automatically counted as overtime such as Saturday or Sunday 2 Click New Time Entry a Enter what time employees on this work schedule would normally start work Press the TAB key or click New Time Entry to go to the next row b Enter what time the employees would normally break for lunch Press the TAB key to go to the next row c Enter what time the employees would normally come back from lunch Press the TAB key to go to the next row d Enter what time the employees would normally leave for the day 3 Click on the next day and enter their start and end time for this day You may also use the Quick Copy Schedule feature to copy the previous day s entry Click Save to save this work schedule Remember to assign a work schedule to each employee under Time Clock Access without an assignment employee entries and overtime will not follow the work schedule rules This can result in paytoll errors Ch 8 Create Edit Work Schedules 91 mi Time Clock amp Neil Chapter 9 Preparing Time Card Runs Time cards are prepared by the Payroll Administrator or other designated person who can run time card reports or export this data to your payroll program The person who has access to Time Card Runs can lock out employees and other managers from making any changes to specific date ranges and save this information so that changes cannot be mad
19. aux serial port The parameter string consists of five 5 integer value fields and has the following format Baud parity data bits stop bits xoff Where Baud standard baud rates in the range of 110 57600 Parity 0 none 1 even 2 odd Data bits 7 or 8 Stop bits 1 or 2 Xoff xon xoff protocol 0 disable 1 enable MODE 1 Defines terminal emulation mode The two 2 valid emulation modes are as follows 1 VIC Mode default 2 ANSI Mode MyBiz setting MYMAC 0050C2163007 This command will return a 12 character hexadecimal string representing the Ethernet hardware address It is read only and can not be used to change the hardware address Ch 2 Installing 20 m Time Clock seit S Chapter 3 Getting Started This chapter will help you to get started quickly and provide references for other chapters Chapter Contents Before YOU Begin ari Di id 22 Starting MyBiz Time Clock suis a 25 Opening the Management Screen mecncononononcncnnnnoncnonrariranananos 26 Checklist ivan iii tc iii 26 Changing the Admin Password cscssssseeseseeeseeeseeeeresesneseeeeees 27 Creating Locations DepartMentS ocmicocnonnnnnonnsnnonnncinnanacnonos 28 Setting Up Global Preferences minsiaiiamade masia ori 30 Setting Up Reason Codesinrizan notado 37 Work Sched Ulesivics S225 iii 8 BEAN RAN aiii 39 Adding Employees c cc ccsccsssssscscoseresessssscterscvessnovensteroecentveneronseceseys 40 Ass
20. create edit Access and or delete their own time entries Time Clock Entries allow you to maintain employee time Time Clock ee Entries entries You may view add delete and edit time entries as needed Time Card Runs allow you to view print or export time Time Card Runs cards Toolbar The Toolbar contains buttons that allow navigation between feature records and allows editing of employee information Go to Edit Record Cancel Changes m m 4 b 5 First Prior Next Last New Print Report Launch 7 Y X Save Cancel Delete Print Forms Help Delete R q Feature Create New Save Changes elete Recor Help 24 mi Time Clock amp Neil Starting My Biz Time Clock sicoconnicacaacacanil loaded aid Time Station When installed on a Server for security purposes the date and time is pulled from the PC where the database is installed and not from the Workstation Clock in and out using the keyboard or by magnetic stripe card reader Ch 3 Getting Started MyBiz Time Clock consists of two applications the main application MyBiz Time Clock Admin where administrative work is done such as setting up logins editing time cards and printing time card runs and a separate application called the MyBiz Time Station from which your employees clock in and out To start the Time Station click Start gt Programs gt GNeil gt MyBiz Time Station or double click
21. from creating editing or deleting within the selected date range This allows the Payroll Personnel to pay employees without having the time card entries changed at the last moment c Total Lock locks everyone regardless of access level from making any changes with the selected date range Administrators with Time Card Run Access are also locked out from making any changes If changes need to be made the selection would need to be changed to Unlocked or Manager Lock mode Batch State a In Process for the current card run you re working with b Completed select when Time Card Run has been paid Locations and Clicking on Expand Window ot the plus sign next to Departments Locations and Departments will expand this window to choose specific locations and departments Those employees from the chosen locations and departments will show up in the employee window Employee window a Checkbox This allows you to select specific employees by clicking in the checkbox Ct This shows a count of time entries Name First and Last name of employee s SSN Social Security Number of employee s Reg Hrs This shows regular hours OT Hrs This shows overtime hours if applicable Column 1 shown as Paid Vacation in screenshot above Payroll Description Column Column 2 shown as Paid Personal in screenshot above Payroll Description Column Other This shows time not counted in e
22. h j Total Hrs This shows total of regular plus overtime hours Radio Buttons a Display Totals for All Employees Select this option to show totals for all employees b Display Totals for Selected Employees Select this option to show totals for only the selected employees gt BME ads pe Ch 9 Preparing Time Card Runs 96 mbi Time Clock amp Neil Viewing Time Card Data Disco iaa Work Weeks Overlapping Workweek 1 Workweek 2 When viewing time card data keep in mind that overtime will only show if you have set up a Work Schedule and assigned it to your employees The Work Schedule will have tules regarding overtime and what day your Work Week starts on See Chapter 8 for detailed information about Work Schedules Frequently Asked Questions Q I ve created a time card run covering 8 days For one employee it shows 59 hours of worked time but 0 hours of overtime Why is this A The start of your Workweek set in the Work Schedule determines the week for overtime Check to make sure you have a Work Schedule assigned for this employee by going to Time Clock Access gt Current Work Schedule If there is one go to Settings gt Work Schedules and make sure the assigned Work Schedule has the appropriate Overtime settings If the overtime settings aren t set up then go to Work Schedules and create one before assigning it See Chapter 8 Creating Work Schedules for detailed info
23. hardware clocking station G Neil Remote Terminal Program MyBiz Time Clock Program Static IP Address VV v 15 mid Time Clock amp Neil Ch 2 Installing The Remote Terminal Program allows you to enter an IP Address of the Remote Terminal You can set up the remote terminal anywhere you can setup a connection to the network Setting the IP Address on a remote terminal 1 Have your Network Administrator set up a static IP Address for the remote terminal NOTE G Neil Tech Support cannot assist in setting this up 2 Connect the Remote Terminal to your network through an Ethernet cable Theory of Operation When the Time Clock Remote terminal is connected to an Ethernet network it functions similar to a dumb terminal The host software can send commands and displayable messages to the terminal via the network User input is entered at the keypad or mag stripe reader and is sent to the host software To minimize network traffic the user input is transferred as complete strings instead of character by character Strings are terminated by the Enter key and terminated with the ASCII lt CR gt amp lt LF gt characters The mag stripe input automatically includes the Enter function Terminal Emulation The Time Clock Remote terminal has two 2 emulation modes the Virtual Terminal Command VTC mode and the ANSI Emulation Mode The VIC mode provides a unique but simple protocol that eliminates
24. in at 08 06 The next 6 minute mark would be 08 12 08 18 and so on Their time was rounded to the nearest 6 minute mark MyBiz Time Clock comes with three commonly used rounding rules 6 minute 10 minute and 15 minute generic rules that are set up to round to the nearest mark You may choose one of these and rename it or set up your own Work Schedule Rounding Rules vaina aaa Go to Settings gt Work Schedules The program comes with three commonly used rounding rules You may Follow me use one of these and rename it or create your own Ch 8 Create Edit Work Schedules 86 Work Schedule Rounding Rules Tab mi Time Clock amp Neil G Work Schedules gt Lal Next Last Work Schedule 1st Shift 2nd Shift 9 00 5 30 31d Shift 9 30 6 00 Generic 15 min Generic 6 min New 15 Min Round Up After D New Bee eum st Shift Rounding Rules Overtime and Punch Schedules Shifts Crossing Midnight Time is Credited in Rounding Clock In Round Up After 3v Minutes Clock Out a amp 74 Delete Print Help Close 6 Minute Increments Rounding Example Hour Minute in Time pp y Round Test Out Time 3 y Minute s The Rounding Rules Tab has the following features Rounding Rules Description Work Schedule Name Name the Work Schedule here Time Credited in __ Minute Increments This allows you to select rules for increments up to 60 minutes incr
25. in gray designate minutes with the decimal equivalent below them Semi gray designate minutes that are equally divisible by 60 MyBiz Time Clock automatically converts the time entry from minutes to decimals For example if Joe had worked 8 hrs and 30 minutes MyBiz Time Clock would show this as 8 5 hrs This makes it easier for payroll purposes Appendix A 129 mi Time Clock amp Neil Appendix B Appendix B Troubleshooting Here are the most common issues that you may experience when using MyBiz Unable to connect to Interbase Server Getting SQL Parse Error EOF in String Detected message when logging in Unable to install on a Win NT or 2000 system Moving database from one location to another VVVV Y Installing MyBiz files to another drive other than c Unable to connect to Interbase Server Users affected MyBiz Attendance MyBiz Records MyBiz Time Clock Issue When launching one of the programs above the following message may be encountered This program was unable to connect to your Interbase Server This is likely due to the fact that the default Interbase User Account has been change Please provide a User Name and Password with Administrative Privileges to Interbase Description Users may encounter this issue for one of the following reasons If running from a Server 1 If you re using an NT server and trying to install the database files to a drive other than C permissions to the database f
26. includes several powerful reports to help you manage employees and prepare for payroll For additional reports please try MyBiz Records which offers you the power of additional employee information tracking Chapter Contents REPORTS iii A Seas 104 Report Interface Features nanss Nenenn aa 104 Employee Summary Report ecococccconononinnnnanacononininananancanononannonanes 105 Employee Anniversary Report mcicocononininoniionononinininnacacanonononsos 105 Hours Worked Report ccccinionononininioninaconononononananannaroronononcnronos 105 Deleted Time Entries Report cocicionononininnninnninininnainaninononsos 106 Work Schedules Assignments Report ccsseeeeeeeteseereeeeeeees 106 Exceptions Puna 106 EXCEPUONS FOULS atan 107 Time Cards Report arer eni aano eri a ai 109 Time Card Runs Report souise aa ai 109 Time Card Runs Extended Report sesesessesssseesrsseeresreeresrsseeses 110 Reminders oae aeeai lasean eain an Ae ia ania L ea 110 D Bad pe S ADA RC AAE 110 Table Listing Sirosen tam yea EE aaa 112 103 mbi Time Clock amp Neil Report List a AAA Here is a list of the reports you can run ID Badges Table Listings VVVVVVV VV VV V Employee Summary Report Exceptions Report Time Cards Report Time Card Runs Report Time Card Runs Extended Report Reminders Report Employee Anniversary Report Hours Worked Report Deleted Time Entries Report Work Schedule Assignments Report Report Interface Features s ivs
27. nooo nono nono nono ronn non n rra n rn rra n rra n rca rra nano 29 SETTING UP GLOBAL PREFERENCES ssssccccccecssssaececececsensaaecececeesessaaeeeeececsensaaececececsesaaeceeeeeesensaaeeeeeceess 30 Company Info Tabicccts seek hohe dia de 30 Editing Company Infos ssc sccesie Aeon Anchen ee neti API aan 31 Adding a Company Logo 40 6 ricas 31 Saving Loge to Disk ii hes WA A ee anes ee GEL eA ee 31 General Settings Tady A i hee Wad hei Aen et ek en en ee 31 Report Options Tabris asin Re ROBES Aa ie ee 34 Table of Contents 3 mid Time Clock amp Neil Editing Report Options a a a 34 Attendance Tab fs cetro ato ates actos oie tees do Doo chon bes Jo asc itches ls E E led opt AS 34 Setting Up Time Clock Preferences ccceeccessceescesscesecesecnecanecaeecseeeneeeeeseeeeeeeseeeseceeseeeneeeneenseesee 35 SETTING UB REASON CODES arilar eneee E a En ae E aAa aE e A E suede oledetedegdnevbeeteubeets 37 Creating a New Reason Codes ioiii nin ie ea e ia e i eiaei iine a a 39 WORK SCHEDULES pe on oA TTE E E E N E E E EaR 39 Printing Work Schedules sirnanira eea iiia EEE E E EE aa E a Ei 40 Printing Employee Assigned Worked Schedules cccceccssseessesseeesceeeeeseeeseeeeceeeeeeenseeneeneenaeenaes 40 ADDING EMPLOYEES iii ER E A T E ia ai 40 Required Fields ci p EE E E EE E E EE E a E i 40 ASSIGNING TIME GLOGK ACCESS iaa it EE EE ET 41 CREATING TIME CLOCK MESSAGES nonnii nsii ee eE E E E E E EE A TE 42 SETTING A
28. or Administrative Assistants are given user access through User Security This allows managers to be given access to select features within the Time Clock management screens Chapter Contents Program ACCESS oien e A E E EE E 58 PERA sananne ne i e a i 58 Setting Up a User for Security ACCESS ccoconinononocnonononcccananonononsos 60 Ch5 Setting Security Rights 57 mi Time Clock amp Neil ronan aE E L E AA E A T E T E A AET Go to Settings gt User Security The program is set up with a default Login of Admin and Password of Admin We Follow me strongly recommend changing the password for the Admin Login and set up other logins as necessary Setting up security access is necessary to allow other managers or supervisors access to the program It is recommended that you do not give out the Login and Password to the Admin login but instead set up other user logins to access only those features that they will need The Detail screen is the first screen that comes up when going into User Security You ll need to set up access to the common MyBiz features Detail Tab the specific program features and locations and departments User Security akosi tinted eas User Security for the Detail Tab The Detail Tab has features that are common to the MyBiz programs Common Features refer to features that are shared among MyBiz Attendance Records and Time Clock For example the Detail Tab and Locations Departments are common to all three
29. program Network Configuration Mode The Network Configuration Mode is used to configure the Time Clock Remote communications parameters These parameters must be set BEFORE the terminal is installed on the network Holding down the S1 amp S2 shift keys and pressing the IN key will start this mode A menu will be displayed and pressing the 2 key will allow access to the network parameters The display will present a series of configuration parameters and their current values A value can be changed using the keypad and pressing the Enter key After the last parameter is entered the values are saved in memory and the menu is display again Exit from the Network Configuration Mode is accomplished by pressing the Enter key at the menu The following table summarizes the Network Configuration Mode parameters and the VTC command names used to change them NOTE Only the MYIP NETMASK and MODE parameters need to be configured to work with MyBiz Time Clock 18 mbi Time Clock ZNeil Ch 2 Installing Name Default Value Description MYIP 192 168 168 50 Defines the unique network address of this terminal This value must be set BEFORE installing the device on a network The default value may NOT be appropriate and a new address should be obtained from the network administrator NETMASK 255 255 255 0 Defines the network mask for the IP address This value must be
30. set BEFORE installing the device on a network The default value may NOT be appropriate and a new value should be obtained from the network administrator GATEWAY 0 0 0 0 Can be set to the address of a router or gateway if the network extends to multiple segments This value must be set BEFORE installing the device on a network The default value may NOT be appropriate and a new address should be obtained from the network administrator TCPPORT 1070 Defines the primary TCP IP port number used for this terminal This value must be set BEFORE installing the device on a network In most cases the default value will be acceptable However it may NOT be appropriate and a new port number should be obtained from the network administrator It should be set to 23 for a telnet terminal application SERVER 0 0 0 0 Defines a TCP IP address for a server application This value must be set BEFORE installing the device on a network Normally this value is set to 0 0 0 0 which causes the terminal operate as a server and connects with a host computer running a client application If this value is set to any other IP address the terminal will operate as a client and will attempt to automatically connect to a host computer server application 19 mid Time Clock amp Neil Name Default Value Description AUXPORT 9600 0 8 1 1 Defines the communications format for the
31. show up when selecting them on other screens You may not remove a Department from a Location if an Employee is still assigned to that Location Department combination Setting Up Global Preferences ninia A a ax Global Preferences allows you to control your default program settings such as Global Preferences Company Info Tab Ch 3 Getting Started Company Info Report Options and specific program options Before editing any of the Global Settings you must first click the EDIT button See below for detailed information on each tab Company Info Tab Global Preferences 2 Edit Help Close General Settings Report Options Attendance Company Name Company Logo G Neil Corporation Current Logo Address1 ey 720 Intemational Pkwy el Address2 City State Postal Code D smok Sunrise FE 33325 Country USA The Company Information screen allows you to enter your company name address and logo We recommend entering the company name and logo as these will print out on Reports 30 mbid Time Clock amp Neil Ch 3 Getting Started Feature Description Company Name Recommended This will display on the report heading Address City State Zip Optional and County Remove Current Logo This allows you to unselect the current logo Assign New Logo This allows you to select a new logo This logo will display on the top left of reports Save Logo to disk T
32. the need to know all the particulars of the lower level ANSI protocol The ANSI emulation mode is a subset of the standard ANSI terminal protocol that supports most of the standard display manipulation command set For more information on these emulation modes see the Software Interface section Network Interface Time Clock Remote terminal connects to a 10BaseT or 100BaseT hub via a standard RJ 45 Ethernet cable From a network perspective it occupies a single socket at a specified TCP IP address and port number The device must be configured with a unique IP address net mask and port number BEFORE it is installed on the network see Network Configuration Mode The host software communicates with the terminal by establishing a connection with the terminal and then sending and receiving ASCII text command strings Operator Interface The Time Clock Remote includes an LCD display and a numeric keypad as the primaty operator console interface In addition the terminal may include optional barcode and or mag stripe input readers and an auxiliary RS 232 serial port for connection of a serial input device 16 fi Time Clock Neil top left Display The Time Clock Remote display is a two 2 line by twenty four 24 column LCD character display It can display the 96 standard ASCII characters and 96 non standard symbols in a 5 x 7 dot matrix font The cursor position is identified by a blinking box and can be position
33. the program icon on the computer where your employees will clock in out The Time Station is where your employees will clock in and out Employees may clock in and out using the keyboard or swipe card with magnetic stripe reader or use a Time Clock Remote Terminal which only needs the TC Remote program running My Time Clock In Out Board Shows Employees may login to who is clocked in and out view their time entries at a glance 2 MyBiz Time Station My Time Clock Help My Time Clock F12 In Out Board F1 Help Monday 7 5 2004 w 4 8 42 27 AM SI Employee Login Password Clock In Clock Out Card Swipe Enabled Auto Clocking Enabled 25 mid Time Clock ZNeil Opening The Management Screen csseccssscssescsssssssessssescsssssssessessssesossssonees The Management screen allows you to view and edit employee time entries tun reports and set program options If you have the MyBiz Time Clock full program installed on the same computer as MyBiz Time Station you will have the option to log into the management screen by clicking Management gt Management Login Or you may get to it by clicking Start gt Programs gt G Neil gt MyBiz Time Clock NOTE A Management Administrator Login is different from an Employee Login A Management Login allows access to set up screens time card entries and reports Employee Login only allows emp
34. this Login full access to all locations click in the box next to Locations Departments so that the box is checked This will allow a user with this Login to see all employees in all Locations and Departments 4 If you want to give this Login access to only specific Locations Departments or even down to employee level access click on the sign next to Locations Departments to expand the view 5 Click on the sign next to the location and then on the sign next to the department name From here you may select specific employee s or click on the department name to choose all of the employees under that department 6 Click Save You may click on a sign at any time to collapse the view User Security for the Attendance Tab The Attendance Tab will only be shown if MyBiz Attendance is installed Please see the MyBiz Attendance manual s User Security section for more information User Security for the Records tab The Records Tab will only be shown if MyBiz Records is installed Please see the MyBiz Records manual s User Security section for more information User Security for the Locations Departments Tab 1 E i 2 You should have already created your Location and Department names see Locations A 3 and Departments Now you will want to set up users access to the Locations and ey Departments by following these steps How To Ch 5 Setting Security Rights 61 mid Time Clock amp Neil Click on Location Depar
35. this option Maximum expected hours for We recommend leaving this option at the default lunch break ___ 3 5 hours This option is for punches that cross midnight and allows for employee s to be counted on the correct work day when working long or double shifts Ch 8 Create Edit Work Schedules 89 myi Time Clock amp Neil More About Rounding Lucini oa aa EN Tip MyBiz Time Clock rounding is based on three points 1 What you select for Time Credited in Minute Increments 2 What you set for Clocking In and Out rounding 3 Assigning the Work Schedule to an employee through Time Clock Access MyBiz Time Clock automatically rounds to the nearest mark based on your choice of minute increments MyBiz Time Clock will round up or down at about the halfway mark For example if youw re using MyBiz Time Clock to credit in 6 minute increments then the program will round up AFTER 3 minutes and round down before this time The key word is After The program will ROUND UP AFTER however many minutes you select MyBiz Time Clock allows you to select rounding up to the designated credited amount minus one minute If you choose to credit in 6 minute increments then you could choose from 1 to 5 minutes for rounding If you choose to credit in 10 minute increments then you could choose from 1 to 9 minutes for rounding and so on TIP If in doubt use the Round Test to see how the time will be rounded Setting Up a Wo
36. time entry selected entry this screen D a New Edit Delete Print Help Edits existing Prints Time Card for time entry selected Date Range Ch7 Managing Employee Records 73 we Time Clock Neit Clock In Clock Out Ch 7 Managing Employee Records Creating a New Time Entry You must be given rights to this feature Clicking New from the Time Clock Entries feature will give you the New Entry window with the following options ES Please select the type of entry you want to create Time Clock New Entry Type Selection After clicking on New from the Time Clock Entries screen you ll be given the choice of Clock In Clock Out or Enter Hours Selecting Clock In Clock Out will allow you to enter a manual punch entry just as if an employee had clocked in or out For example you may enter a manual punch entry of 05 15 PM for a specific date Gl Time Clock Change Time EOX Cancel Kelly Clifton Current Time Clock Values Date 07 07 2004 Punched OUT Time 05 15 PM Reason for Change New Time Clock Values Punched OUT Work Date 07 07 2004 y 07707 2004 v Time 05 15 PM y vv Comments 74 mbi Time Clock Neil Reason Code Required when manually entering an entry Enter how many hours employee is getting credit for Feature Description Reason for Change A Reason is required for Creating a Manual Time Clock Entry or Entering Hours for
37. two In punches or two Out punches in a row If a user tries to clock in out twice in a row within a 13 hour period a message box will pop up asking for confirmation Ch 3 Getting Started 36 mi Time Clock amp Neil Setting Up Reason A A A You may get to Reason codes by going to Settings gt Reason Codes Reason Codes Screen Ch 3 Getting Started When you make a change to a punch entry you are required to enter a reason for the change All changes such as deleting or editing a punch entry are tracked and recorded Reason Codes allow you to create these reasons customized for your company There are different types of reasons Feature Description Use for Punch Changes Reasons you would use when making a change to a punch For example you might enter a punch time for an employee because he or she forgot to punch in The reason would be Forgot to Punch Use For Deleted Entries Reasons you would use when deleting a punch or time entry For example you would delete a punch or time entry because someone punched in twice The reason would be User Error Use For Time Entries Manual Time Entries Reasons you would use when entering a manual time entry For example you may want to enter 8 hours of Paid Vacation for an employee The reason would be Paid Vacation This reason is also associated to MyBiz Attendance if code sharing is checked Typical reason codes c
38. you ll need to enter a reason These are the Reason Codes that you want to show up when DELETING an entry Use for Time Entries These are reasons that you only want to see when entering a manual time entry such as Vacation Personal Sick etc A manual time entry is normally entered to give a full or partial day For example you might enter 4 or 8 hours of time for an employee that is on Vacation This reason is different from giving a single entry for punching in or out for a specific time see Use for Punch Changes above Count Towards Overtime Calculations When checked this setting tells Time Clock to count time under this Reason Code towards overtime Payroll Code Optional Enter a Payroll Code Description This Description description will show up on the Time Card Runs report If a Payroll Code Description is not entered time will be shown in the Other column on reports Payroll Code Number Optional Enter your company s Payroll Code Number This payroll code number will show up when exporting time card runs Related Attendance This allows an Absence Code from MyBiz Attendance Absence Code This option will only be available if the Enable Code Sharing is checked under Global Preferences gt Time Clock Tab to be directly related to a Reason Code in MyBiz Time Clock When an absence or time worked code is entered on the Attendance Calendar this entry will be entered in Time Clo
39. 00 00 00 I 0 Osbom Wanda 418 21 9383 00 00 00 00 00 00 00 00 00 00 00 00 a E 0 Richards Robert 244 365 9126 00 00 00 00 00 00 00 00 00 00 00 00 vi 15400 40 00 3200 00 00 0800 234 00 e Display Totals for All Employees Display Totals for Selected Employees ployees 12 Selected 5 And it will work the opposite way if we enter a manual entry in MyBiz Time Clock it will display in Attendance Ch 4 Code Sharing 55 mid Time Clock ZNeil Chapter 5 Setting Security Rights Due to the confidential nature of information stored in MyBiz Time Clock security is always turned on This will help prevent unauthorized persons from accessing critical employee data The use of security is required and setting up access to Time Clock and any other G Neil programs you have should be the second thing you do The first thing you should do is set up Locations and Departments You may set up access for managers to view only their departments and or view specific employees from other departments You may also set up employees to have read only access to their records Managers Access User Vs Employee Access There are two main levels of security to MyBiz Time Clock Employee Level and Manager or Administrator Level An employee can be given access to clock in out and even to create edit or delete his or her own time entries Access for employees ate given from Time Clock Access Managers Supervisors
40. 2 Setting up access to common features Detail Tab 3 1 Click New from User Security gt Detail screen 2 Enter Log In and Password letters and numbers only and user s Full Name How To 3 Select options for Displaying Reminder Alarms and Hints for this login 4 Select Yes to allow the user to begin logging in after giving access Setting this option to NO is a good security measure when users are out of the office for a number of days 5 Select what type of Feature Access users will have by clicking in the Feature Access Rights block Ch 5 Setting Security Rights 60 mid Time Clock amp Neil 6 Clicking on the arrow will allow you to select from the following NO ACCESS No access to selected feature READ ONLY This allows user to view only he or she cannot make any changes READ WRITE This allows user to view add and edit no deleting allowed READ WRITE DELETE This allows user full editing rights YES This allows access NO No access to feature 7 Click Save User Security Access for Locations Departments 1 2 To set up access rights to Locations Departments follow these steps 3 1 Select or create a Login following the steps under Setting Up Access Rights d 2 Click on Locations Departments Your Locations and Departments should already How To be set up at this point If not then please see Locations amp Departments on setting them up before going any further 3 If you want to give
41. AS Neil Adams Denver Sunning Mm 4 e H Sotted by L aL Name Es Name Time Clock Identification GNEIL2 Swipe Card ID F Austin a EF Bily Cowo ee z IS I Karl Matthew He E TF McCalla Tracy 5 iv Enable Empl Time Clock Access I McDonald Chis Ae eei F Opel Stephen Can Edit their own Time Clock Entries I Osbom Wanda IV Can Create their own Time Clock Entries I Peck Cathy 1 Can Delete their own Time Clock Entries I Richards Robert Recent ae gone meon Current Work Schedule E X In Out Board Access x wi gt Employee Neil R Adam Hire Date 03 25 1996 Work Work Schedule History Schedule ft History Edit Delete Help Close Work Schedule History For Neil Adams Schedule StartDate End Date Minute Inc In Round Out Round Weekly OT 1 cn 02 6 3 3 1st Shift New 15 Min 10 1 2002 9 29 2003 15 8 8 Generic 6 min 9 30 2003 3 3 Double clicking on a Start Date will allow you to edit the date Ch 7 Managing Employee Records 83 mi Time Clock amp Neil Chapter 8 Creating and Editing Work Schedules This chapter will allow you to set up your work schedule rules and define your daily work hours for reporting purposes As a tule many businesses allow a grace period for employees when clocking in or out This allows for time variations on clocks watches and time devices throughout a company Rounding time also makes calculating payable time easier Chapter Contents Round
42. Click Save then OK 8 Click on PRINT to preview the selected run Time Card Runs Screen Time Card Runs i o 23 Action Icons NewFun Edi un Delete Espot Help Close Click title to Sort Created By Batch State 08052003 to 08112003 Supervisor In Process 08 05 2003 08 11 2003 Made by column 07062003 to 07122003 Supervisor In Process 07 06 2003 07 12 2003 Manager Lock 06012003 to 06072003 Supervisor In Process 06 01 2003 06 07 2003 Total Lock 06 09 2003 05182003 to 05242003 Supervisor InProcess 05 18 2003 05 24 2003 Total Lock Run Information Status Bar jarted by Run Date Dsc Ch 9 Preparing Time Card Runs 94 mi Time Clock Neil Feature Description Sort Click on column title to sort by that column Action Icons a New Run This allows you to create a new time card run b Edit Run This allows you to edit existing runs until the Batch State status Completed is selected c Delete This deletes an existing run d Cancel This cancels changes to the current run e Print This allows you to print the selected time card run Run Information a Run Date This is the date of the run Run Name This is the specified name c Created By This is the name of the individual logged in when creating the run d Batch State This is the specified state from the Edit Screen From To These are the dates specified f Locked This is the specified Lock type
43. Clock Data Import Data Imports basic data into the database Export Data Exports basic data from the database Delete Deletes current employee record Exit Closes program Employee Name s The last seven employees that have been entered or edited will show here for quick navigation back to their records View Filter Page This option allows you to filter by Active Inactive Terminated Full and Part Time Status Open Reminders Shows open reminders that have not been resolved and whose date has not passed Checklist Shows the Checklist for getting started Welcome Shows the Welcome Screen Settings User Security This screen allows you to set up user access Global Preferences This feature allows you to set up settings that affect features within the program Reason Codes This allows you to set specific reasons when entering paid time for an employee Locations Departments This feature allows you to create your locations and departments Messages These messages will be seen when employees clock in and out Work Schedules Work Schedules allows you to set rounding rules grace period for employees clocking in out Time Difference If you have multiple sites in different time zones this option will allow you to set the difference in time for each computer connected to the database Reports There are 12 different reports from basic employee in
44. Leave the Ending Date blank if this is the most current Start Date Click Save If you need to have time punches recalculated according to the new work schedule go to the Second Step below otherwise punches may not have their time calculated correctly Second Step Recalculate the Punch Time Entries You ll need to edit any punch time entries that need to be recalculated and click Save The act of clicking the Save button will recalculate the selected punch time entry according to the new work schedule 1 From Time Clock Entries select the employee and the punch time you wish to re calculate You may select the punch time entry either by double clicking on the punch entry or by highlighting it by clicking once on the entry and selecting the Edit icon Do not change the date or time Select a Reason for Change You cannot save an entry without selecting a reason Click Save Repeat the above steps for any punches that need to be re calculated Clicking Save will re calculate the punch time entry according to the work schedule For example if you changed this employee s work schedule from 10 minute rounding to 6 minute rounding then saved any punch entries that fell within the Start Date their punch entries would be recalculated Ch 7 Managing Employee Records 82 mi Time Clock Neil G MyBiz Time Clock File View Settings Report Help Employee Select i Browse TreeView J X 7 Search by Last Name ES
45. PE CARD READER OPTIONAL ssccesseesseesseseeeseceeeestcsecaeceseceaecsaecaeecaeeeneeeeeeeeeeereeerenaeees 15 REMOTE TERMINALS OPTIONAL Jorien a a aE a E R EES a E a 15 Setting Up a Remote Terminalas eee e aE E E E E did ETE 15 Setup amp Configuration seses p Sa hea e oy natin RA dew O E AGRO EKTA SATa 18 CHAPTER 3 GETTING STARTED sicssccsdsccsstess cosesevsostuseescssesessassusesseseeses tadassossesetssssutecsentessssendesesveveceees 21 BEFORE OUSBEGIN EEEE E E EE EE E E E A ted 22 Navigating the Management Windows cccccescessssssceseceseeesecesecseecaeeeseeeseeeneseeeeeessesneeeneeeseenseenaes 22 Mn B atc 3s A och east Sis caus acs Senseo bo LEE Sb RE BRR a 23 Feature COM A Se OIE a ad GOS Ped 24 Do Bat eh sees Sse A e oi a RE ih sR IC I EI eS 24 STARTING MY BIZ TIME CLOCK ii A ici 25 OPENING THE MANAGEMENT SCREEN consi ici 26 The Welcome iii 26 Logging into the Management sereen s sesseesessssseeeesseeresseserssstesesstsresseseesestrstsseenesststesseseeseseene 26 Loginand Pass wola oa a EE E A eR ie Re 26 MYBIZ TIME CLOCK CHECKLIST niesienia aaa a a a a a a a a aa s 26 CHANGING THE ADMIN PASSWORD cccccccecessesssceeececeesssececececsesesececeeccseneseaeeeeccsesessaeceeceseseeaeeeesesesenees 27 CREATING LOCATIONS amp DEPARTMENTS ssessssssececsessssscecececsensecesececsesenseseeeeeceesesssaeeeescsesenssaeeeeeesenenees 28 Setting up Locations and Departments oooooioccnonononononoononnonnnco nono
46. REMINDER sitial EE ad AN EEE E E EE E 42 Reminders Tool Bar and Pane Layout conciernen e AE E EER 43 Creating a New Reminder 2c 2c2s cccccvscveceasecagcesssteccecdecssuecieadssuceececsdvetessaceecevsetaieasecuecessetesdestectiessieti 44 Setting a Remi A isaac 44 Deleting REMOTAS ia 45 Editing REM iia 45 Op Remi o ia 45 Printing RA don 46 DEALING WITH TIME ZONE DIFFERENCES s csscsssecsseeseeseeeeseesecescceseensecssecusecuaecsaecsaecaaseneseneseeeeeeeeeeeaeens 46 CHAPTER 4 TIME CLOCK ATTENDANCE CODE SHARING ooccccccocnoscoonoosocnnononnocooscoonocociaosos 49 OVERVIEW neser riae r a a a A adi 50 SETTING UP ATTENDANCE CODE SHARING sseseseseereseesetsesreseeeseseetessertesteseeeteseettetetestestesteseeresseeresestesteset 50 Enable Attendance Code Sharing ccccesccssccssecsseeseeeseeseceseeesecesecneecesecaeceaecnaecaeecaeseaeeeeeeeeeeerenaeens 50 Set Up Reason Codes See Setting Up Reasons Codes in Chapter 3 for detailed information 51 Set Up Payroll Code Descriptions and Numbers c cesccessceseceseeesecseeceeeeseeeseeseeeeeneeneeenseenseenaes 52 Set Up Payroll Description Columns for Reports ccceeccesseeseceseceseccecaeeeaeeeeeeseceeeneeneeeneenaeenaes 53 Set Up Attendance Absence Codes cccecccesecssesssesseesseeeecesecesecesecaecsaecaeecseeeseeeceseeeeeesaeeneeneenaeenaes 53 CHAPTER 5 SETTING SECURITY RIGHTS scsssscssssscssssscssssesssssossscesessecsessesssesessssssessncsessess
47. Time Clock Export Type 2 Data Screen Single File Relational Files Export Help Close Select Employees to Export Hire Range Filter V All Locations amp Departments I Hie V Denver Location 4V Fort Lauderdale Location z To 5 2 z Los Angeles Location 4h Y Miami Location Job Status Filter New York Location Y Full Time Y Part Time Rapid City Location 1 Seattle Location Employee Status Filter IV Active D In ctive f Expand Tree Collapse Tree I Terminated Select Employee Data Fields to Export Available Fields Fields to Export In Export Order DEPARTMENT J Export Hours Worked for the Period I Export Punch Changes The Time Clock Export feature allows you to export the following data gt Last Name gt Location gt First Name gt Department gt Middle Name gt Punch Hours gt SSN gt Punch Changes gt Date of Birth Ch 9 Preparing Time Card Runs 100 mi Time Clock amp Neil Features Description Export Type a Single File Exports Employee Data and Hours Worked to a single file If Export Punch Changes is selected it will export to a separate file in addition to the Hours Worked b Relational File Exports Employee Data and Hours Worked to two separate files If Export Punch Changes is selected it will export to another separate file Export This exports the data once you have settings complete Select Employee to Ex
48. User Manual M bid m Ti e Clock Accurate employee hour tracking for small businesses Version 2 Rev a 2 Neil 02003 G Neil MyBiz Time Clock Program and User Manual SOFTWARE LICENSE AGREEMENT IMPORTANT READ CAREFULLY This Software License Agreement SLA is a legal agreement between you either an individual or a single entity and G NEIL CORPORATION G NEIL for the software product found in this package which may include associated media and printed materials SOFTWARE PRODUCT By installing copying or otherwise using the SOFTWARE PRODUCT you agree to be bound by the terms of the SLA If you do not agree to the terms of this SLA do not install or use the SOFTWARE PRODUCT you may however return it to G NEIL for a full refund Software Product License The SOFTWARE PRODUCT is licensed not sold G NEIL retains full ownership rights to the SOFTWARE PRODUCT G NEIL upon your payment of the applicable fees grants to you a nonexclusive license subject to the following conditions The SOFTWARE PRODUCT may not be exported distributed rented leased sublicensed or used on a service bureau bulletin board or at any time sharing system It may not be copied altered modified translated or used to create a derivative work You may not reverse engineer decompile or disassemble the SOFTWARE PRODUCT You may use the SOFTWARE PRODUCT for your individual use or for use within your company but you
49. V Enable Totals IV Enable Picture V Enable Balances IV Enable Balances Select Absence Categories for Balances Select Absence Categories for Balances Vacation y Personal y Vacation y Personal y fick lf fe NOTE The Clock In message will display whenever an employee clocks in and the Clock Out message will display whenever an employee clocks out For example when an employee clocks in to begin the workday the Clock In message will display This same message will display when the employee clocks in from lunch Setting a Reminder araaananancianaa arica caia A Go to Time Clock gt Reminders Feature The Reminders feature will show you all open unresolved reminders and allow you to create delete and resolve reminders If you have created a reminder it will show up when you first open the program starting on the reminder date Reminders will continue to display until you click Resolve 42 mi Time Clock amp Neil 2 MyBiz Time Clock Reminder Screen Fie View Settings Report Help Timetlock Time Clock Employee Select Reminders Employee Detail Browse TreeView In Out Board erie E We ES Y x t 2 Save Cancel O Print Help Reminders Reports Date aeii Tate Resolved Employee Name User Time Clock Access mH a gt Pt Sorted by 0171472004 Anniversary 01 15 2004 Time Clock Entries A A 04 30 2004 Anniversary 05 01 2004 05 14 2004 Anniversar
50. When you right click and select Edit the text editor opens in a separate window giving you access to all Right Click Menu commands in a word processor like environment Here s a brief overview E Edit Rich Text File Edit View Insert Format Tools Delay Ba o MS Sans Serif Toolbar E New Creates a new document S Print Prints document dh Find Finds specified text ray SpellCheck Checks spelling Requires MS Word installed a Cut Cuts selection and puts it on the clipboard Copy Copies selection to clipboard a Paste Pastes selection from clipboard x Undo Reverses the last action Ta Redo Reverses the last Undo action Appendix F 140 mi Time Clock amp Neil Appendix F Format Bar MS Sans Serf Font Type Changes the font selection ls gt Font Size Changes the font size BZ U Bold Italic Changes the font to Bold Italic or Underline Underline D Font Color Changes the font color Left Center Changes the text to Left Center or e Right Right Alignment Alignment Bullet Inserts Bullet a Highlight Highlights selected text Adding Attachments to Comments or Notes Each Comment or Note field allows you to insert an attachment to that field Attachments can be a Microsoft Word Document Microsoft Excel spreadsheet PDF Rich Text Format or even a picture file Attachments may be link
51. a Date See Settings gt Reason Codes in Administration screen Date This is the date of the punch entry Punched This designates In or Out of the punch Time This is the time of the punch entry Work Date This is the Work Date that the punch refers to See Date Vs Work Date below for mote info Comments Comments are not required but may be helpful when reading a reason at a later date Selecting Enter Hours will allow you to give a set amount of hours for a given date For example you may enter a manual time entry of 8 hours Vacation New Time Clock Values Date 09 30 2003 v Work Date 09 30 2003 v I Count towards overtime calculations Feature Description Reason for Change A Reason is required for Creating a Manual Time Clock Entry or Entering Hours for a Date See Settings gt Reason Codes in Administration screen Ch 7 Managing Employee Records 75 mi Time Clock amp Neil Delete LA Print Feature Description Date This is the date the employee will get credit for Work Date This is the Work Date that the punch refers to See Date Vs Work Date below for more info Hours This allows you to enter specific hours for a date such as 8 hours for a Vacation day The Date Hours and Reason for New Entry fields are required Count towards Designates entry to count towards overtime overtime calculations
52. add and delete reminders Reminders Assign This allows access to assign reminders as Global Global Reminders Assign This allows access to assign reminders to other users Users User Security This allows access to add edit and delete users and user access Location Department Maint Global Preferences T his allows access to assign location department access for users T his allows access to edit global preferences Database Backup This allows access to Backup ftom File gt Maintenance Database Restore This allows access to Restore from File gt Maintenance Alter Product License This allows access to change the Product License Import This allows access to import data Export This allows access to export data Photo This allows access to photos The above features are shared between MyBiz Attendance Records and Time Clock which means that the Detail screen under User Security is the same screen in all three Time Clock Tab Feature Description Show Time Clock Tab This allows you to set specific users access to the Time Clock program Time Clock Entries This allows access to the Time Clock Entries screen Time Clock Access This allows access to the Time Clock Access screen Work Schedules This allows access to the Work Schedules screen See Settings gt Work Schedules ows access to the Time Card Runs screen Time Card
53. atabase 115 DBE Maint meee a a 115 Ch 11 Database Maintenance 113 mi Time Clock amp Neil Backing Ubica 5 2 9 How often should you backup Every company is different regarding their backup needs One thing to remember is it s not if your computer is going to crash but when They have made great strides in F A Q making computers more reliable but that just makes the time longer before something may happen to your computer The following pertains to any data on your computer and not just your MyBiz program Ask yourself this question If my computer were to crash right now how long would it take to re create reenter all of my data without a backup Then ask yourself If I had to restore from a backup would I be okay with last week s backup where I have to reenter a week s worth of data Would I be okay with restoring a backup from 3 days ago When restoring your data the information will only be as current as your last backup So if you did a backup two weeks ago and had to restore this backup you would need to reenter the data that didn t get backed up Back up after you make changes to your employee records It is recommended that you back up your database after making any significant changes to records For example any time you enter several employees or input many changes to absence information would be a good time to back up Rotate backups and store backup copies offsite A
54. atabase Click Browse and double click the backup you wish to restore Click Start Restore The program will close down to refresh the database MAS You may open the program to see your restored data Performing Maintenance and Repairing the Database sssscsssssssesssessesseeees The DB Maint utility allows you to perform maintenance and attempts to repair corrupted databases DB Maintenance Utility To run the DB Maint utility go to Start gt Programs gt Gneil MyBiz gt Maintenance gt DB Maint The DB Maint utility allows you to perform the following 1 Perform periodic maintenance on the database to keep it at top performance 2 Attempt to repair the database when corrupted Maintenance We recommend that you periodically perform maintenance on the MyBiz database about once a month by running the MyBiz maintenance utility called DB Maint DB Maint will perform some maintenance procedures on the MyBiz database to keep it running at top speed CAUTION The DB Maint should not be used as a replacement for a good backup schedule The database may become corrupted beyond repair that can be quickly recovered by a current backup We strongly encourage running backups even if the database is on a PC that gets the whole drive backed up daily Ch 11 Database Maintenance 115 mi Time Clock Neil Database Repair If you can t open the MyBiz program we recommend running the DB Maint utility I
55. bleshooting section help files within the program and our Web site at www gneiltechsupport com for known issues and help on using the program gt Ifyou do have to call be near the PC and have the following available G Neil Account Number Program Name Program Version Number you may find this by going to Help gt About from within the program Full error message and steps to recreate if possible Contacting Technical Support vic aiii Ch 13 Getting Help Technical Support for MyBiz Time Clock is available as follows Internet http www gneiltechsupport com E Mail Requests techsupport gneil com Phone Requests 888 925 7740 8 30 AM to 6 00 PM EST M F Fax Requests 954 851 1214 127 mi Time Clock amp Neil Appendix A Rounding Examples 42 min 7 The 6 minute rule rounds up or down to the nearest 6 minute mark 45 min 75 The 15 minute rule rounds up or down to the nearest 15 minute mark 15 min 25 30 min 5 Appendix A 128 mi Time Clock Neil Decimal Conversion Table 0166 1166 1333 15 1833 e 2166 2333 2666 2833 3 3166 3333 35 3666 3833 A 4166 4333 45 4666 4833 5166 0333 05 5666 0833 6 6166 6333 65 6666 6833 7 7166 1333 AD 7666 1833 8 8166 8333 85 8666 8833 9 9166 9333 9166 9666 9833 The formula for getting the decimal number is minutes divided by 60 Decimals The above marks
56. ceeeceesenseaeeeeeceeeeees 81 Changing an Employee s Work Schedule Date ooooocoooconicococonocooonconnconconnconncon non nonn corn nonn non nanrnannnns 82 CHAPTER 8 CREATING AND EDITING WORK SCHEDULES cccccsssssssssccssssssesececesssssseees 85 ROUNDING EXPLAINED kan a te ecules Sasa beste av esse eae 0 BY bu wales iia 86 WORK SCHEDULE ROUNDING RULES ceire siener iio AAEE E E EE alte A A iia 86 SHIFTS CROSSING MIDNIGH Trainin aE eke vcevebseescica te cebu chante oo AEE cues EEEE Se EEE A ERAS 89 MORE ABOUT ROUNDING irese tise tees n E este seus cies AA A Soe tn tae Rae 90 SETTING UPA WORK SCHEDULE icsccecscsveee excevceveteyeescica te peu EEE Ecce ctra 90 SETTING OP THE DAILY SCHEDULE otusta en EE EE e cove vee els LORA cde Sees See Sea ta LEA 91 CHAPTER 9 PREPARING TIME CARD RUNS ou csssscccssnsecccssccccesssccccssscccscssccecesacccessnaccecssseeees 93 TIME CARD RUINS 524 cecd A eee es oo RIE shed BER a EE ne ER both BS So 94 Creating a New Time Card Rutt ici iii 94 VIEWING TIME CARD DA TA rocio A dt A 97 Frequently Asked Questions cios di 97 EXPORTING TIME GLOCK DATA sida A ta tacita 98 Table of Contents 5 mid Time Clock amp Neil Time Cartd Runs Exporta hanes den into ghee ah gta soe ates dino e 99 QuickBooks Int gral enen cite ac 99 Exporting Time Clock Data ooooonoonnnnnonoonnoccnoncooncnnnonnnonononnnnnn cnn e kiea eiiiai Sa 100 CHAPTER 10 USING REPORTS sccsciccdiesesds ceckesseccoscssadeavosvedueses
57. chedule There are times when you may need to change the start date for rounding calculations For example if an employee was accidentally assigned the wrong work schedule for a week where the work schedule assigned was rounding him her at 10 minutes instead of at 6 minutes you would want to change to the new work schedule and have the program calculate all past punch entries The work schedule start date is edited through the History Tab on the Time Clock Access screen For example if the start date is 11 5 01 rounding will only occur from this date forward Any punches before this date will not be rounded on this schedule CAUTION Editing the Work Schedule date may affect punches for the current A 8 y p Camani employee that have already been paid for Ch7 Managing Employee Records 81 mi Time Clock amp Neil Changing an Employee s Work Schedule Date Changing an employee s work schedule date and having the program re calculate according to the new work schedule is a two step process How To ON OE OA First Step Change the Work Schedule Start Date e From Time Clock Access click on History Current Work Schedule On the Work Schedule History screen double click on the Start Date you want to change For example if you want to change the Start Date of 04 18 2002 to 05 01 2002 double clicking directly on the 04 18 2002 date will bring up an edit box Enter the Start Date of the new work schedule
58. ck Access in Chapter 3 To clock in using the keyboard employees would enter their logins and passwords and click on Clock In F5 or Clock Out F8 Employees that are given time clock access also have access to the My Time Clock feature My Time Clock allows employees to see their own time cards If given the proper rights employees may also create edit and delete their own time entries within My Time Clock Clocking In Using Swipe Card and Card Reader oococcnconnnconanoonanonnanonnanonnanoonanonnos If you have a magnetic stripe card reader and cards purchased separately it will log employees in out and allow them to get into My Time Clock without having to enter a login and password See page 10 for specifications on card and card reader As an added security feature you may require that an employee enter a password even while using a swipe catd This may cut down on an employee clocking in out for another employee Ch 6 Clocking In Out 64 mi Time Clock Neil My Time Clock A I no Ann A My Time Clock allows employees to view their time card history and if given rights can create edit and delete their time card entries An employee can log into My Time Clock by clicking on the My Time Clock button or pressing the F9 key The password for My Time Clock is the same one used when clocking in out See Time Clock Access for setting up employees login and password Tip Employees may log into My Time Clock using th
59. ck according to the related Reason Code Similarly when you create a manual entry with a Reason Code in Time Clock an Absence Code appears on the Attendance calendar screen Ch 3 Getting Started 38 mid Time Clock amp Neil 2 Creating a New Reason Code To create a new reason follow these steps E ey 1 Go to Settings gt Reason Codes How To Click New Enter a reason for the following Reasons you would use when making a change to a punch Reasons you would use when deleting a punch or time entry 9 TP YON Reasons you would use when entering a manual time entry NOTE You can select multiple uses for a reason code For example when using the reason code Off Site you may want to be able to select this when entering a punch change or when entering a full or partial amount of time 4 Select Enabled This will allow the reason to be selected when making changes 5 Click Save Work Schedule union adria dai nadaa You may get to Work Schedules by going to Settings gt Work Schedules There are some things in life that nobody has control over that may make an employee late for work Many companies give a grace period to employees when punching in or out to cover these occasional events Setting up a Work Schedule allows you to give a grace period from 2 to 60 minutes You may run an Exceptions report to show if employees are abusing this right Follow me NOTE If a Work Sc
60. csoscscssesescesoscssesssesorens The Deleted Time Clock Entries Report shows entries that were deleted along with the reason comments and n Sees login name of the person deleting the record Work Schedules Assignments Report sssssscsssssssscssssessesessscessesessossssossesonees The Work Schedules Assignments Report shows which work schedule each employee is on and when it was assigned Exceptions P nch A O vad A panne Exceptions are broken down into two separate reports Punch Exceptions and Hours Exceptions The Punch Exceptions report allows you to report on early or late clock in and out punches You may even report on actual clock in out time or on the rounded time A 6 NOTE Your employees must be assigned to a Work Schedule with the daily hours set FN up to properly view this report Note Ch 10 Using Reports 106 mi Time Clock Neil amp MyBiz Time Clock File View Settings Report Help DAK gt MyBiz Punch Exceptions a Nt 2 Preview Print Printer Custom Help Report Date Range From 09 21 2003 To 09 27 2003 r Time Used For Report Reported Punch Exceptions Report Pane a Time Clock SB Employee Detail In Out Board Reminders Reports Time Clock Access Time Clock Entries Time Card Runs Employee Select i Browse TreeView Search by Last Name W a eo MH Sotted by L LastName First Name A I Austin Billy In
61. cted whenever you enter a new employee the dashes will automatically come up in the xxx xx xxxx format The label is the title that will appear on the Employee Detail screen 32 mi Time Clock Neit Ch 3 Getting Started Feature Description Allow use of Forgotten Password Utility This option allows access to a utility that can be used only with assistance from G Neil Tech Support to gain access into the MyBiz program In order to use this feature we require that a statement on a company letterhead and signed by a supervisor be sent by fax or mail stating that the user is allowed full access into the program We keep statements on file Call G Neil Tech Support if you have forgotten or lost your MyBiz password Forced Writes for Interbase e When running the MyBiz database on a Standalone computer this option will help to keep the database more stable If the MyBiz database is installed on a PC and the program is open at the time the computer locks up or crashes the database is prone to becoming corrupt and possibly unrepairable A computer lockup or crash can be attributed to several things including having too many programs open at the same time than what your computer memory can handle e We recommend keeping this option checked The performance may lag a little but you may not even notice it We also recommend having a current backup always available Prompt for backup on Exit This
62. d Runs Recent Features Pane Recent Employee Detail Status bar Ch 3 Getting Started qttings Report Help A LO ba Employee Select Column Selected Feature Pane Employee Select Browse TreeView Search by Last Name USE FALTA Sorted by L Y lLostName FirstName I Adams Neil TF Austin Billy CT I Dawson Renee F Handy Ed I Kad Matthew 7 Makowski Deborah F McCalla Tracy I McDonald Chris F Opel Stephen I Osbom Wanda I Peck Cathy I Richards Robert I Woodward Kristis Y gt Employee Kelly W Clifton Employee Detail DY x Delete am Forms Help Salutation First Name Middle Name Last Name Mrs x Kelly w Clifton SSN ID Hire Date Work Status 76 28 8931 000024 or 15 1990 Full Time Employment Status Hide Picture Active y r Job Title Sales Coordinator Location Fort Lauderdale x Department Merchandising X Day Hours Week Hours 8 00 40 00 Comments Edit Picture This data is for sample purposes only Please feel free to insert your own message here Comments can be used to record simple notes on any individual employee Click Help and then Contents to see more information about this program Hire Date 01 15 1990 22 mid Time Clock amp Neil Menu Bar The menu bar includes the following options Menu Description File Maintenance Backup and Restore Database Export Time
63. d clicking on Help System Information and printing out this information from the TechSupport Tab If you don t have the TechSupport Tab then you have an earlier version of MyBiz and will need to do a screenshot of the System Information screen and Current Users screen and print them out Once you have the Server information go to the Client Workstation that you cannot connect to the Server with From the Workstation click on Start Run and enter HRWARE INI Verify that the Server Name and Database path are the same NOTE The printout of the Server Name and Database path you were asked to print or write down when installing the Server side must be exactly the same when entering this information on the Client Workstation s 4 The Client needs to have TCP IP installed This is done through the Network Neighborhood Properties Please see your Network Administrator if you need mote assistance in setting this up If everything is the same on the Client as it is on the Server and you re still unable to connect then try this If your Server has a static IP Address try entering this for the Server name when installing to the Client Workstation 131 mi Time Clock amp Neil 5 If running from a Client Workstation and you went through the steps above and it didn t fix the issue check with your MIS or Network Administrator regarding the status of the Server Getting SQL Parse Error EOF in String Detected Issue Getting an error
64. ding on their security access rights Employees may be given access to all locations and departments or their specific location and or department or no access to the In Out Board See In Out Board Access under Time Clock Access Adding a New Employee aii Ch7 Managing Employee Records Click Employee Detail Feature column The Employee Detail screen allows you to add edit and delete employees and is shared with MyBiz Attendance and Records if installed 78 mbi Time Clock Neil 1 2 To add a new employee follow these steps E SAA 1 Click ME from the Employee Browse or Employee Detail screen 2 Asa minimum enter First Name Last Name Hire Date Employment Status Work Status and Location and Department These fields are required To set up locations and departments see Locations and Departments under Administration 3 Click Save NOTE The SSN is not required when entering an employee in MyBiz However when exporting time card entries if one of the selected payroll formats requires the SSN you will need to enter it before exporting Deleting an Employee inmi rey CAUTION This will delete ALL information on the current employee including any FD records in MyBiz Attendance and MyBiz Records Caution To delete an employee and all associated records follow these steps E 3 1 From Employee Detail select an employee by clicking on his or her name 2 Select File gt
65. dress 2 Home Phone City State 2 character 2 Zip Code Salutation Employee Security Level Security Clearance Date Race EEO Category Sex M F Driver s License Number I9 Renewal Date Veteran Status Office Phone amp Ext Fax E mail address Address Effective Date Appendix C 10 MM DD YYYY slashes required 30 up to 30 characters or numbers 30 up to 30 characters or numbers 30 800 123 4567 dashes required 30 up to 20 characters or numbers 2 characters i e FL 15 33325 1234 1234 can be omitted 5 Mr Ms Mrs Dr only 16 up to 16 characters or numbers 10 MM DD YYYY slashes required 25 Must match a valid race on the detail tab 25 Must match a valid category on the detail tab 1 M or F only 15 up to 15 characters or numbers 10 MM DD YYYY slashes required 25 Disabled Vietnam Era Other Veteran Not Applicable only 30 800 123 4567 Ext 123 30 800 123 4567 30 up to 30 characters or numbers 10 MM DD YYYY slashes required 135 mi Time Clock amp Neil Appendix D Standard Time Vs Military Time The following chart is for reference Standard Time Military Time 12 pm 1200 hrs 12 30 pm 1230 hrs 1 pm 1300 hrs 2 pm 1400 hrs 3 pm 1500 hrs 4 pm 1600 hrs 5 pm 1700 hrs 6 pm 1800 hrs 7 pm 1900 hrs 8 pm 2000 hrs 9 pm 2100 hrs 10 pm 2200 hrs 11 pm 2300 hrs 12 am 2400
66. e DER Run Name Created By Batch State 08 13 2003 08052003 to 08112003 Supervisor In Process 1 07 14 2003 07062003 to 07122003 Supervisor In Process 06 10 2003 06012003 to 06072003 Supervisor In Process 06 09 2003 05182003 to 05242003 Supervisor In Process Ch 9 Preparing Time Card Runs 08 05 2003 08 11 2003 Mc y 07 06 2003 07 12 2003 Manager Lock 06 01 2003 06 07 2003 Total Lock 05 18 2003 05 24 2003 Total Lock 98 mi Time Clock amp Neil Time Card Runs Export From Time Card Runs Export you may export to a text file into the following Payroll formats Fotie me gt ADP PC Payroll for Windows Paychex PaycomOnline PayAmerica QuickBooks Pro and Premier Editions 2003 2004 RDE Summit Payroll Express Rapid Payroll UltiPro Please call or email Tech Support for other formats YYYY VV V MyBiz Time Clock is integrated with QuickBooks When you click on Export the time data is automatically transferred into QuickBooks See QuickBooks Integration below QuickBooks Integration MyBiz Time Clock can import time data directly into QuickBooks Pro and Premier Editions 2003 and or 2004 To import from MyBiz Time Clock you will need to set up QuickBooks for the following gt to view Weekly TimeSheets gt appropriate Payroll Items that correspond with MyBiz Time Clock NOTE MyBiz Time Clock and QuickBooks should be set up prior to performing the following steps The following steps will s
67. e search index Once the search index has been created type in the Keywords you would like to search for and the results will be displayed A list of typical errors or messages that were known at the time of publication are listed in Appendix B Troubleshooting For more complete information please refer to one of the following gt Readme txt file located in the C Program Files GNeil Software program directory gt Internet Site www gneiltechsupport com 126 myi Time Clock amp Neil Before Contacting Technical Support ooonoccnnonnnonnnnonnnnonnanonnnonnnnoonanoonanoonanonanconanos Please follow these guidelines before contacting Technical Support gt Remember G Neil does not support setting up networks or computer configurations gt If you are having problems with your computer try rebooting first to see if that corrects the issue gt Ifyou are getting an error message please write down the whole message or take a screenshot of it Pressing the PrintScrn button on your keyboard will copy the screen to the clipboard you may then open MS Word or Wordpad and paste it to the document From here you may print it out gt If you are having problems with our program getting error messages program locking up other strange things happening please write down the steps to recreate the issue This will speed things up when talking with a support representative gt To get help in a timely manner check the manual Trou
68. e Run dialog will appear 4 In the dialog box type D setup exe where D is the letter of your CD ROM drive 5 Click OK or press Enter 6 The browser menu will appear Select Install MyBiz Time Clock Once the installation procedure begins follow the on screen instructions to install the software When installation is complete the G Neil program group will be added to your Start menu and a MyBiz Time Clock icon will be on your desktop 14 mid Time Clock amp Neil Installation TOC riada gt EXPRESS We recommended that you select this option if you are installing or upgrading MyBiz for the first time This will take you through the installation process with minimum user intervention gt CUSTOM This option is for Advanced Users who have specific installation needs such as installing just the Time Station program on a client PC Upgrading from a previous version oooocccoonnnnnnnnonnnnonnnnonnnnonnnnonnnnnonanoonanoonanoonaronanos Upgrading from Version 1 to Version 2 No conversion is required when upgrading from Version 1 to Version 2 Opening MyBiz for the first time will update the database to Version 2 The MyBiz program must have exclusive use of the database to perform the update Because MyBiz Time Clock Attendance and Records share the same database you must upgrade all programs from Version 1 to Version 2 at once otherwise you may have data loss Magnetic Stripe Card Reader Optional
69. e for these columns Second Column Personal First Column Vacation Set Up Reason Codes See Setting Up Reasons Codes in Chapter 3 for detailed information After turning on the Attendance Code Sharing the next step is to set up Reason Codes You may already have Reason Codes set up if so go to the next step of setting up payroll code descriptions Reason Codes allow you to select specific reasons when entering a manual time entry Some examples of Reason Codes ate Vacation Sick Personal Computer Down Corrected Time Entry etc Example Using the example above where Linda takes a vacation day when the supervisor enters a manual entry in Time Clock to record the time off the time is entered as 8 hours and the reason code is Vacation Feature Description Reason Codes Reason Codes are required reasons when changing a punch entry or entering a manual entry Absence Codes Payroll Codes Payroll Codes are descriptions that will show on reports and are related to Reason Codes and Absence Codes Related Attendance Related Absence Codes will allow absences that are entered on the Calendar screen to also be reported in Time Clock Ch 4 Code Sharing 51 mi Time Clock amp Neil Follow me Reason Codes Screen Ch 4 Code Sharing To set up Reason Codes go to Settings gt Reason Codes When entering a manual time entry whether correcting an entry
70. e to time that has already been paid for Chapter Contents Time Cards RUNS vecina Sa id 94 Viewing Time Card Data svacicnisi niicdici ciar ii 97 Exporting Time Clock Data ws ai cei iaiaenneiee 98 Ch 9 Preparing Time Card Runs 93 m i Time Clock Neit Time CARAS oa dao To go to Time Card Runs click on the Time Card Runs Feature The Time Card Runs screen allows you to create time card reports for a specific date Follow me range for employees This data may also be exported to your payroll program You may break down the report by location department or specific employees The Time Card Run report will show you regular time overtime the payroll code description for First and Second column from the Time Clock Tab under Global Preferences and Other time anything that is not covered under regular overtime and payroll code descriptions along with the total hours Creating a New Time Card Run To create a new time card run follow these steps 1 After clicking on Time Card Runs click NEW RUN 2 Enter a name in the Run Name block for example Week of Apr 7 2002 Special characters are not allowed 3 Select a date range for this run 4 Select either Manager Lock or Total Lock for Lock Mode see below for more information 5 Select Batch State of either In Process or Completed 6 Select which Locations Departments you want processed by clicking on Expand Window see Selecting Locations Departments 7
71. ed on a daily basis Example Daily time worked over 10 hours receive overtime 3 Do your employee s receive overtime based on time worked on a weekly basis Example Weekly time worked over 40 hours receive overtime 4 When was the Work Schedule assigned to the employee Overtime Description Daily Overtime will be posted on the day the employee goes over the Overtime amount of hours set for Daily Overtime on the Work Schedule Example if gt 10 hours daily is considered overtime if employee works more than 10 hours on Tue overtime will be shown same day Weekly Overtime will be posted on the last day worked on the workweek Overtime Example if gt 40 hours a week is considered overtime if employee works Mon Fri overtime will be shown on Fri Exporting Time Clock Data ani id You may export time entry data two different ways in MyBiz Time Clock The first way is from the Export feature under Time Card Runs The other way is from Export Time Clock Data under the File menu Export Type Description Export Time Clock Data Exports hours worked and general employee information to a csv file This is a general export found under the File menu Time Card Runs Export This is a specific export feature that exports to several different payroll formats See Time Card Runs Export above Time Card Runs Export Time Card Runs o A vx BDD T New Run EditRun Delete Print Export Help Clos
72. ed to a file displayed as an icon or inserted into the field Inserting an Attachment To insert an attachment follow these steps Locate the Comment or Note field you want to insert an attachment into Right click on this field and select Insert Object Select Create from File Click Browse to navigate to the file you want to attach and click Open Select Display as Icon re Ge bor Click Change Icon and change the Label if necessary to make the name more descriptive 7 Click OK then OK one mote time Insert Object Options Create New Selecting Create New allows you to insert a new object that you want to create from scratch For example selecting Create New and clicking on Microsoft Word Document for the Object Type and then clicking OK will bring up a blank Word Document for you to enter text When you close out of the Word Document it will appear in the Comments field Double clicking on the Word Document object will bring up Microsoft Word so that you may again edit the document 141 mi Time Clock amp Neil Appendix F If the Display As Icon option is checked then the Word Document or object type will appear as an icon in the Comments field Create from File Selecting Create from File will allow you to insert an existing object type such as a Microsoft Word document PDF file or Excel spreadsheet Normally this will be the option you will use for every day use If you do not select the Link or D
73. ed under software control A display backlight is included 8 line desktop and wall mounted versions are available also Keypad The Time Clock Remote operator keyboard consists of a four 4 row by six 6 column membrane switch keypad Two 2 shift keys S1 amp S2 are provided to generate upper case alpha characters and several special characters The keypad also includes IN and OUT keys for manually clocking in out and YES and NO keys for answering program questions Default Alpha Numeric Mode top right character Function Keys A character e A A B C D bottom row character Ch 2 Installing E F G H ms 7 8 9 SPACE IN OUT I J K L M N O P 4 5 6 CLEAR YES NO Q R Is T U v w eS AL 1 2 3 BACKSPACE 5 sE ENTER CANCEL shift keys The shift keys S1 amp S2 are used to expand the number of ASCII characters that can be generated by the keypad Holding down a shift key and pressing one of the other 22 keys generates an alternate ASCII character For example holding down S2 and pressing the 7 key generates the ASCII B code In addition holding down both shift keys and pressing a function key results in a special local terminal function The following table shows the assigned local terminal functions Key Combination Local Function Pressing Bottom Row Character Enters the bottom character
74. ee Temporary Guest or without a title E i 110 mi Time Clock amp Neil ID Badges Layout Tab ID Badges Barcode Tab ID Badges Print Stock Tab Ch 10 Using Reports Layout The Layout Tab allows you to select what features will be on the ID Badge For example if you want the badge title to read Guest instead of Employee you can select Guest under the Badge Title Barcode Print Stock Label Adjustments IV Print Title Badge Title Name Format gt EMPLOYEE sa Print Department EMPLOYEE lz Last First Susan Atkins Y Print Employee ID Style 1 C TEMPORARY C First Last erer F Print Employee ID Style 2 C GUEST D a tsar I Print Location C NONE V Print Picture IV Print Company Logo Y Print Company Name G Neil Direct Mail Inc SNeil Barcode The Barcode Tab allows you to select the type of Barcode that will be printed If you re not sute which type to use we recommend keeping the default barcode type of Code 39 MyBiz uses the Employee ID as the Barcode number If an employee doesn t have an Employee ID number see Employee Detail a barcode will not print out on the label Layout Al Print Stock Label Adjustments oe Barcode Type Susan Atkins MP Represent C Code 128 C EAN 13 ITF with check Acooutig Da Code 39 f EANG C Post Net C Code 39 with check C ITF f UPCA i G Neil Direct Mail Inc SNeil
75. eeceseeeeesecseesecneveecnaeeeceaeeeteaeens 115 Restoring from Backup ii lA Ai eR ee ies ea Se 115 PERFORMING MAINTENANCE AND REPAIRING THE DATABASE cccsscseeeseseseseseseseseseseseseseseseseseeesesesesens 115 DB Maintenance Utica A A a eee 115 Mian tem an Ce ected ores A A irene 115 Database Reis A aa vest a dto 116 Running the DB Maint Utilidad 116 TB Maint FeattreS nea Dt 117 CHAPTER 12 IMPORTING AND EXPORTING DATA 2 seccccssssecessscccsssccccssscccesssccecsssacceessnsess 119 OVERVIEW Goien E ce oo abet EER E see cd o SE 120 FEATURES a a dat 120 REQUIRED ETELDS A R En E A oe 121 IMPORTING ianed manan ena a aa aan ae da ect 121 EXPORTINGC ia NEEE Se PE EEE A E PEE OE A EE eR dd 122 EXPORT TIME GLOCK DATA vonoi E a A A Sas hc eave 123 Table of Contents 6 mid Time Clock ZNeil GHAPTER 13 GET TING HEER issscscvessesccctccssnshenvvscdedsesceasvavstctusstsevsbestdacsncetssabeeesedvencddeacessvecvecsouevevasese 125 OVERVIE Want ia o rats ici See 126 Sample Database ere en e eo ber do da o a o lo e len 126 The Help Menu Li a o a o 126 AA A RA S 126 a On 126 BEFORE CONTACTING TECHNICAL SUPPORT oococonocconcconnnonnononnnconoconoconocnnc nono nn nono ccoo cnn n non nano ne cone cn nera nccnnos 127 CONTACTING TECHNICAL SUPPORT eie n a e aa E a a eap iaeia 127 APPENDIX A ROUNDING EXAMPLES ssssossssssssssssoscnassesoscsessorsessossnasensosssassorsessossnasensossnassnsoaees 128 DECIMAL CONVERSION TABLE sesesesssesser
76. eir swipe card at the My Time Clock login screen My Time Clock Edit Scfeen 2 MyBiz Time Clock ta To olbar New Edit Delete Print Help Password Close Date Range j Today C ThisWeek Range gt From 09 01 2003 To 09 23 2003 y Show Changes v5 Time Entries Sort Order made to time entries Asterisk 0 IN shows double Pease 09 03 03 02 08 pm z 06 pm IN entries of IN ot OUT Thursday 09 04 03 08 48 am 08 48 am IN P unches Thursday 09 04 03 09 49 am 09 48 am IN z Punch Entries Thursday 09 04 03 10 41 am 10 42 am IN Must have an IN and OUT Punch Plus sign 9 00 9 0 for total hours p Vacation 8 00 8 00 denotes change kas been imade Total 19 00 Supervisor 09 30 2003 11 18 am 09 03 2003 11 18 am Employee Neil Adams Employee Review Edit toolbar If given the proper rights an employee may have access to New Edit and Delete This will allow them to manage their own time cards All changes and deletions are tracked and managers may run reports against these changes Createsanew Deletes currently Shows Help File for Exits My Time time entry selected entry this screen Clock 72 amp 3 Edit Delete Print Help Password Close Edits existing Prints Time Card for Changes Employee time entry selected Date Range Password Ch 6 Clocking In Out 65 mi Time Clock Neil Creating a New Time Entry You must be given rights to this feature Clicking Ne
77. ements must be divisible by 60 Rounding When the Time Credited in Minute Increments is selected the default rounding is set to round to the nearest credited increment You may change this setting to fit your needs Use the Rounding Example to test your changes Rounding Example This allows you to see how your rounding will affect true clocking in out punches Set the Hour and Minute to test how rounding will affect punch times Ch 8 Create Edit Work Schedules 87 mi Time Clock amp Neil Work Schedules Overtime and Punch Schedules Tab Work Schedules H a First Prior Work Schedule Generic 15 min Generic 6 min New 15 Min DoK AEA A Ee Last New Delete Print Help Close a work Schedule Name ET Rounding Rules Overtime and Punch Schedules Shifts Crossing Midnight Payroll work week starts on Sunday at 12 004 Schedule Overtime rules Hours IV This Schedule Qualifies for Weekly Overtime after 40 Hours I This Schedule Qualifies for Daily Overtime after Sunday Monday Tuesday Wednesday Thursday Friday Saturday Y This is a Workday I This is an Overtime Day Quick Copy Schedule from aa a D New Time Entry Delete Time Entry The Overtime and Punch Schedule Tab has the following features Overtime and Punch Description Schedules Payroll work week starts This determines the day that your work week begins on on which
78. en From here you can enter their names Social Security Numbers optional Hire Dates Job Titles and other pertinent information This information is shared between MyBiz Attendance Records and Time Clock This means that when you enter this information in one program you ll be able to see it in the other MyBiz programs Required Fields The following fields are required First Name Last Name Hire Date Work Status Employment Status Location Department and Day Hours SSN is not required in MyBiz but may be required when exporting Time Card Runs for certain payroll programs Fra Nome 3 Y Lent Name wa f Tiir e ety e 1D Hee Date Wotk Stane Viina ferns le sem foam ASAE gt Fae T Adina Nel f Dd spent Hide Pichoe cive F Damon deb Tite F Mandy Sales Covert F kai Locator Fot Lauderdale Deparment Coreen Day Hour a Comments Ths ene record seg n neti c nda mow shomaten eho tea propen Hire Date 01 15 1990 Aave To add a new employee click New See Required Fields above Click Save after entering employee information 40 mi Time Clock Neit O ooo NOTE Locations and departments must be set up before entering new employees See Settings gt Locations Departments to set these up Assigning Time Clock Access iii as In order to allow employees to clock in and out Enable Employee Time Clock Access will need to be checked under the Time Clock Access button You may also g
79. eptember 1 Kelly WC IV Show Absences Related Absence Codes Month Sun Mon Tue Wed Reports 15 Scheduler ry set up under I Transactions Kelly ma Settings gt Ed peo DM Reason a Accident On Duty ee B Accident On Duty Codes Deborah Sas Tracy D Death in Family Chris E Excused Stephen F Family Leave Wanda G Sick Cathy I lines Robert J Jury Duty Kristies K Layoff L Late Quit Early M Military N Medical Appointme O Transportation Vw T Adams Year In Review FT McDonald TF Opel TF Osborn I Peck T Richards JT Woodward Recent Total This Year Notes Year Settings Totals Since Hired Cany Over Eamed Used Lost_ Balance a JO 20 00 9 00 00 11 00 1200 00 00 do gt soo o 00 Calendar Transactions Totals in D Employee Detail Tae Vacation Sick Personal x Y Employee Kelly Ww Clifton From the Time Clock Entries screen we can see it reports the 8 hours as Paid Vacation Payroll Code Description 2 MyBiz Time Clock File View Settings Report Help Employee Select amp ff Time Clock Entries Browse TreeView Search by Last Name m 4 gt obio Sorte LastName First ge I Austin Billy I Clifton Kelly T Dawson T Handy I Kar JT Makowski T McCalla I McDonald TF Opel I Osborn TF Peck F Richards I Woodward acation Vacation 8 00 800 Tota 16 00 y Changed By Modified Date New
80. ers Assign Users under User Security Show Resolved Displays Resolved reminders only Show Unresolved Displays Unresolved open reminders only Ch 3 Getting Started 43 mi Time Clock amp Neil Creating a New Reminder There are two types of reminders in MyBiz Ch 3 Getting Started One Time Reminders These ate reminders that are only meant to remind you of a one time event such as filing an Absence Report at the end of the year Recurring Reminders These remind you of the following recurring events Anniversaries MyBiz Attendance and Time Clock Birthdays Performance Reviews and I 9 Renewals MyBiz Records Setting a Reminder One Time Reminder Or re Ne ES Click on Reminders from the Features Column Click New Select check One Time Reminder Enter a Title and Reminder Date If you want the reminder to be associated with specific employees select the checkbox Assign to all selected checked employees This is optional and will create a separate reminder that is associated with each employee If you selected the checkbox in Step 5 you will need to select check any employees that this reminder is about in the Employee Select Column Otherwise skip to the next step By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to co
81. escription Edit Reminders screen Clicking on Edit from the main Reminders screen will bring up the Edit Reminder screen You may also double click on the title of a reminder The Edit Reminders screen allows you to change the Title Reminder Date User and Description Note If you need to change the Employee Name that this reminder is about you ll need to delete the reminder and then re add it Open Reminders Open reminders will appear for the user they are assigned unless the Global option is checked If a reminder is marked with Global then it will show for all users You may view open reminders by opening the program or selecting Reminders from the feature list Note If you have security access to Reminders Assign Users See Setting Security Rights Chapter 5 you may view reminders set up by other users You may also resolve reminders from the Open Reminders screen Features Description Topic Brief Description of Reminder User The reminder is assigned to the listed person All users who have access to the program will appear on the list Unless Global is checked the reminder will only appear for the User the reminder is assigned to Reminder Date This is the date the message will appear on the Open Reminders pop up window upon entering the Managers Login Ch 3 Getting Started 45 mid Time Clock amp Neil Features Description Employee This allows you to se
82. et up MyBiz Time Clock to import directly into QuickBooks 1 Open Quickbooks 2 From within MyBiz Time Clock go to Time Card Runs and select Export 3 If Quickbooks isn t an option in the left column hold down Ca A O to display it 4 Click Open Quickbooks This will bring up a QuickBooks message asking Do you want this application to access your Quickbooks Company File 5 Select Yes Always or Yes This Time to allow access Click Yes if you receive the Confirm to Proceed message Note if you select Yes This Time the next time you open Quickbooks from MyBiz Time Clock it will ask you again for access 6 Click back on MyBiz Time Clock You should see two columns which may be filled in with data already The Payroll Code column are codes related to MyBiz The Payroll Item codes are related to Quickbooks You ll need to relate the appropriate Payroll Code from MyBiz to the Payroll Item code in Quickbooks The MyBiz Ch 9 Preparing Time Card Runs 99 mi Time Clock amp Neil Payroll Codes should be displaying Clicking in the corresponding row for the Quickbooks Item code will bring up a drop down box 7 Click Save after making any changes 8 Click Export Exporting Time Clock Data From File gt Export Time Clock Data you may export hours worked and general employee information to a csv file which can be opened in MS Excel or other spreadsheet programs T Time Clock Export Export
83. formation to viewing time cards and tracking deleted time clock entries See Chapter 10 Using Reports Ch 3 Getting Started 23 mbid Time Clock ZNeil Ch 3 Getting Started Menu Description Contents This brings up the Help File for MyBiz Time Clock Note Help Internet Explorer 4 x and above needs to be installed for this option to work System Information This gives you information about your computer database path and other information that is needed when speaking to G Neil s Technical Support team About This shows the version number type of license Single User five user 10 user or Unlimited and User Login Name A link to the G Neil Tech Support site is also located here Alter Current Product License This allows you to enter a new Product Key Code Feature Column The Feature Column includes the following options Button Description Employee Detail allows you to add new employees and edit Employee Detail employee information This screen is shared between MyBiz Attendance Records and Time Clock In Out Board allows you to view the clock in out status of employees at a glance In Out Board Reminders Reminders allows you to view edit and create remindets Reports Reports allows you to print 12 different reports P Time Clock Access allows you to set up employee access to Time Clock y fee a 4 clock in out You may give employee access to
84. from the Edit Screen o The Time Card Run ae 2 Time Clock Edit Time Card Run Edit Screen UE ve X Cancel He ff Close CODES 06 10 2003 06012003 to 06072003 Lock Mode EA Total Lock Batch State AA In Process X From 06 01 2003 Te 06 07 2003 Today Last Week Locations and Departments 4 Expand Window mo Name SSN Reg Hrs OT Hrs Vacation Personal Other Total Hrs 5 Austin Billy 265 71 9621 16 00 08 00 00 00 00 00 00 00 IV 10 Dawson Renee 987 15 4212 32 16 00 00 00 00 00 00 00 0 Kleiner Randy 213 558 5555 00 00 00 00 0 McDonald Chris 00 00 00 00 0 Osborn Wanda 418 21 9383 00 00 00 00 D Richards Robert 244 36 9126 00 00 00 11200 4200 16 00 Display Totals for All Employees Display Totals for Selected Employees Employees 12 Selected 4 Ch 9 Preparing Time Card Runs 95 mbi Time Clock amp Neil The Time Card Run Edit window has the following features Feature Description Run Date This is the date the run was created Run Name This allows you to enter a name for the run Print This allows you to print a Detailed or Summary report Date Range This allows you to select the date range for this batch Lock Mode This allows you to select from three different modes a Unlocked This allows anybody with access to create edit or delete entries b Manager Lock locks anybody with Manager and Employee access
85. good backup routine is to have at least three sets of backups covering different days of the week This practice is called rotation and reduces your risk of data loss It is also a good practice to always keep one copy offsite in case of a fire or flood Consult your system administrator for your company policy regarding data storage A Restore is when you recover from a backup There are three different uses for the restore feature 1 To overwrite the current data with archived data 2 To recover from a hardware crash 3 To move information onto a new computer Please keep in mind that when you restore data your information will only be as current as the backup you ate restoring from IMPORTANT NOTE The backup file may only be saved to the PC where the database resides The backup creates a zipped file with an extension of gbk Ch 11 Database Maintenance 114 mi Time Clock amp Neil 1 2 3 How To 1 2 cm S ow To E Creating a manual backup from within MyBiz To perform a manual backup from within the MyBiz program follow these steps 1 From within MyBiz go to File gt Maintenance gt Backup Database 2 Navigate to where you want to backup to Restoring from a Backup Remember restoring a backup will overwrite all data in the current database To restore follow these steps Go to the PC where the database files are located From within MyBiz go to File gt Maintenance gt Restore D
86. h 2 hours behind the punch time would be recorded at Utah s time like it should To get to Time Difference go to Settings gt Time Difference Follow me To set up computer time differences follow these steps continuing Each computer should be connected to the same database They do not have to sign into the Manager s Section just open MyBiz Time Clock to the first How To screen with the clock 2 Setting the time difference should be done from the main server where the database resides From Settings gt Time Difference you should see the name of each computer 2 O 3 1 Have each computer open MyBiz Time Clock and then exit at least once before es Ch 3 Getting Started 46 mi Time Clock amp Neil 3 Enter a Difference Reason for each computer The reason could be the department name state or anything else to remind you where that computer is located Computer names will not always be descriptive 4 Enter the time difference Enter time zones behind you with a number to include the minus sign 5 Click Save x M ance Help Close Sort Options Computer Name C Difference Reason C Time Difference Computer Name Difference Reason Time Difference Ft Lauderdale Server2 Denver Any punches from the different time zones will be clocked in at their respective times Ch 3 Getting Started 47 mid Time Clock ZNeil Ch 4 Code Sharing Chapter 4 Time Clock amp Attendance C
87. hat are being imported are already in the database Import This tab imports the file into the database Help This brings up the Help file pertaining to Importing Close This closes the Import screen and takes you back to the main screen Ch 12 Importing Exporting Data 120 myi Time Clock amp Neil Required Fields Note Importing es How To Feature Description Import File This allows you to enter the path or navigate to the file you will be importing File Type This allows you to select the file type a Tab Delimited We recommend exporting or importing as this type of file b Fixed Length MyBiz may export or import fields with a fixed length See Appendix C on the field lengths Skip First Line This will take out the first row in case you have headers Check Duplicates This allows you to check for duplicates against the import file and the files already in the database The following are required fields for importing VVVVV V gt Last Name First Name Location name must be in the MyBiz database prior to importing Department name must be in the database prior to importing Date of Hire Full Part Time Active Status Active Inactive or Terminated NOTE Location and Department names must be created within the MyBiz program BEFORE importing To import your information follow these steps From within the program clic
88. he Checklist shows in order the sections that you should complete to get up and running quickly Q Change the Admin password by going to Settings gt User Security We highly recommend changing the Admin password even if there aren t other users If needed set up access for others who will need to help you set up the program If you need to give access to specific locations and departments or individual employees set these up first and then come back to User Security and complete security access See Chapter 5 Setting Security Rights Q Create Locations and Departments See Chapter 3 Creating Locations amp Departments Q Set up Global Preferences See Chapter 3 Setting Up Global Preferences O Setup preferences See Chapter 3 Setting Up Time Clock Preferences Q Set up Reason Codes See Chapter 3 Setting Up Reason Codes Q Create Work Schedules See Chapter 8 Creating and Editing Work Schedules Q Add Employees See Chapter 7 Adding a New Employee Q Assign Time Clock Access See Chapter 3 Assigning Time Clock Access Q Optional Setting Up MyBiz for Time Zone Differences See Chapter 3 Dealing with Time Zone Differences Changing the Admin Password ia aa AEEA ai The Admin login and password allows access to all features within MyBiz Changing the Admin password is quick and easy and allows for greater security Note NOTE The password should be one that you will ea
89. hedule is not set up or assigned employees will be clocked in out with no rounding or overtime rules You will also not be able to run the Punch Exceptions Report Under Work Schedules you may also set up overtime and punch schedules and rules that govern how to handle shifts that go over midnight into another day You will need to set up your rounding rule Work Schedule and assign that rule to each employee The most common rounding rules of 6 10 and 15 minutes have already been set up for you To set up your rounding rules go to the Settings menu then Work Schedules See Chapter 8 Create and Edit Work Schedules for detailed instructions on setting up Work Schedules To assign a Work Schedule to an employee go to the Time Clock Access Feature then Current Work Schedule See Assigning Time Clock Access below Ch 3 Getting Started 39 mi Time Clock ZNeil Printing Work Schedules You may print all current Work Schedules by going to Settings gt Work Schedules and clicking on the Printer icon Printing Employee Assigned Worked Schedules To print the work schedules are assigned to employees go to Reports gt Work Schedule Assignments Adding Employees sara cunado aca Employee Detail screen 1 2 3 How To Ch 3 Getting Started You may get to the Employee Detail Feature by selecting Employee Detail under the Feature Column All employees are entered through the Employee Detail scre
90. his allows you to save the current logo to disk or to your hard drive Editing Company Info Follow these instructions to edit the company info 1 After clicking on Settings Global Preferences click Edit 2 Enter Information as needed 3 Click Save Adding a Company Logo If you have your company logo available in a bitmap bmp or jpeg jpg file format you can have this logo appear on reports MyBiz supports bmp and jpg file formats not to exceed 200x200 pixels in size The logo will appear in the top left when you print a report To add a company logo follow these steps 1 Click Assign New Logo 2 Navigate to the directory where the company logo is located It can be in a bmp or jpg format no bigger than 200x200 pixels in size Click on the logo and then click on Open to select it 4 Click the Save button Saving Logo to Disk You may save the logo to a directory on a disk or hard drive When you add a logo within MyBiz the logo is actually saved within the database file General Settings Tab The General Settings screen allows you to enter the default hours in a day that employees will be assigned and allows use of the Forgotten Password Utility This screen also allows settings for Forced Writes to Interbase and prompting to backup on exit 31 mi Time Clock amp Neil Global Preferences General Settings Tab Ch 3 Getting Started um Global Preferences Edit Help Close Co
91. hrs 1 am 0100 hrs 2 am 0200 hrs 3 am 0300 hrs 4 am 0400 hrs 5 am 0500 hrs 6 am 0600 hrs 7 am 0700 hrs 8 am 0800 hrs 9 am 0900 hrs 10 am 1000 hrs 11 am 1100 hrs Appendix D mi Time Clock amp Neil Appendix E Appendix E Time Clock Remote Terminal Quick Start Overview This is a QUICK START document for use with the Time Clock Remote Ethernet Terminal It will help the first time user get a terminal installed and communicating rapidly It is strongly recommended that this documentation is reviewed BEFORE insta It is insta ation of the terminal is attempted assumed that the user has a host computer with the TCP IP network protocol ed and the computer is connected to the Ethernet network It is also assumed that the installer is familiar with network fundamentals such as IP address and port number The MyBiz Time Clock Remote program is required to remotely configure and test the terminal over the network Time Clock Remote Configuration The terminal must be configured with a valid IP address BEFORE it can be installed on the network Initially this process is accomplished using the keypad amp display Once it is configured properly and installed on the network it can be reconfigured over the network using the MyBiz Time Clock Remote program 1 Attach the power adapter to the terminal and plug the adapter into a power receptacle See picture below The terminal should beep
92. ign Tuesday 03 13 2002 01 37 am 01 40 am entries denotes manual entry was made Wednesday 03 14 2002 01 54am 01 50 am 03 15 2002 8 00 o Tip Right clicking on an entry will show you the rounding rules Work Schedule Rules for that entry The In Out Board allows you to see at a glance employees who are in and out The In Out Board will refresh itself if the Auto Update feature is checked otherwise clicking the Refresh button will update the board Ch 7 Managing Employee Records 77 mi Time Clock amp Neil In Out Board Screen O aay In Out Board ee Auto update even 5 rinutls MENA M OutEmployess 2 Toolbar noah Help Close am Denver Who s In Who s Out Status Bar lAs of 9 30 2003 2 23 36 PM Total 4 Feature Description minute s Auto update every __ This allows you to set how often this board should update for you Note This is not a live board and will only be updated by the Auto Update or pressing Refresh In Out Employees This allows you to see employees who are In or Out at a glance Refresh Clicking this button will refresh the list Help Color coding This gives you help regarding the current screen c Green denotes employees who are clocked IN d Teal bluish green denotes employees who are clocked OUT Administrators can have access to view all locations and departments or only specific locations and departments depen
93. igning Time Clock ACCESS aii A 41 Creating Time Clock Messages dial 42 Setting Up Reminders ina dad diia iS Dit 42 Dealing with Time Zone Differences mc 46 Ch 3 Getting Started 21 mi Time Clock amp Neil Ao AAA ceseuredoted ssatdesbedecucet ated eaedaneted sucdsesbanuuaasvioanaunauumaal You should have the following information available gt Location and Department names gt User Information managers supervisors administrative assistants and others who will have access to the data gt Employee Data Employee Name Hire Date Work Status full or part time Active Status Active Inactive or Terminated Location and Department Day Work Hours and Week Hours You will need additional information about employee schedules overtime and rounding rules payroll categories and codes etc to fully set up MyBiz Time Clock Navigating the Management Windows MyBiz Time Clock is now easier to navigate than ever before Even better if you have other MyBiz software installed such as MyBiz Records and Attendance you have access to all programs and features from one convenient interface The main parts of the MyBiz user interface are the Menu Bar Program Bar Feature Column Employee Select Column Selected Feature Pane and the Recent Features Pane Feature Column MyBiz Tirne Clock Menu bat Program Bat Time Clock SB Employee Detail In Out Board Reminders Reports Time Clock Access Time Clock Entries Time Car
94. in can run at a time Frequently Asked Questions sscssscccssssscssssccssssesessssecesssessssseesesseesessseesessseeens Q What is the difference between the Time Station and the Time Clock Admin A The Time Station is where your employees clock in out from and is usually installed on a computer in a convenient location accessible to employees This computer can also have a swipe card reader attached to make clocking in out easier The Time Clock Admin is for managers and supervisors This is where administrative work is done such as setting up Time Clock access and editing and printing time cards Q Can I install MyBiz Time Clock on a Network Server and connect from a Client Workstation A No The MyBiz products are essentially a single user license and can only be installed on a standalone computer If you have a need to have multiple computers connected to the same database we recommend using our Optima products The only exception to this is with the MyBiz Time Clock which allows you to install the Time Clock Admin and Time Station on separate computers Installing My Biz Time Clock usina cantata danita Ch 2 Installing To begin installing MyBiz Time Clock follow these steps 1 Close ALL running programs 2 Insert the MyBiz Time Clock CD into the CD ROM drive of your computer Once the CD is inserted if the browser menu does not appear proceed to the next step Otherwise skip to Step 6 3 Click Start Run Th
95. ing Explained sanan 86 Work Schedule Rounding Rules cceesesesseseseeeeeseeeseeeeseseees 86 Shifts Crossing Midnight sucio 89 More About Rounding ui tence aia eens 90 Setting Up a Work Schedule radial a 90 Setting Up the Daily Schedule ococicociciononincnnaranonononcoranonononos 91 Ch 8 Create Edit Work Schedules 85 mi Time Clock amp Neil Rounding Explained ida AS ci MyBiz Time Clock can automatically round off in 2 3 4 5 6 10 12 15 20 30 and 60 minute time slices and it will calculate the time in decimals unlike many mechanical Time Clocks This saves time by not having to convert the minutes to decimals Note If you don t round then select the Generic No Rounding rule Time Clock rules can be assigned to individuals or groups Rules are usually defined for punching IN early or late and OUT early or late EXAMPLE Here is an example of rounding using the 15 minute rule Richard comes in a few minutes early and clocks in at 07 55 Tanya is running late and clocks in at 08 04 Using the 15 minute rule both Richard and Tanya s payable time would be clocked in at 08 00 Their time was rounded to the nearest 15 minute mark The next 15 minute mark would be 08 15 then 08 30 and so on However using the 6 minute rule and the above clock in times Richard s payable time would be clocked in at 07 54 The next 6 minute mark for Richard would be 08 00 Tanya s payable time would be clocked
96. into the program 7 Once it passes the Test portion you will be able to click on Import File Exporting coa aa as The export feature is used to transfer basic employee information into a text file that you can open in any word processor or spreadsheet application Only the basic information see Field Layout in Appendix C will be exported To export your information follow these steps 1 Click File gt Export Select Tab Limited or Fixed Length for the Export File Type Enter a path and file name or keep the default name Click Export PPP Your export file will be created as the file designated in the file block You may rename the file but we recommend keeping the file extension of txt After exporting you may open the file from within any other spreadsheet or word processor program NOTE Only the information in the Field Layout Appendix C will be available for expott Ch 12 Importing Exporting Data 122 mi Time Clock amp Neil B Export Data Export Screen 2 Export Help Exit Export File Type C Fixed Length Export File C Documents and Settings G NeiL2 Ex Export Time Clock Data sanan dao Time Clock Export NA 3 Export Time Clock Single File Relational Files Export Help Close Data Screen Select Employees to Export Hire Range Filter I All Locations amp Departments J Hire Range 4 Y Denver Location From 01 01 196 4 VW F
97. is defined as the start of the pay week This Schedule Qualifies for DAILY Overtime after __ Hours Select this option if your policy is to give overtime after working so many hours on a DAILY basis For example anything over 10 hours daily is considered overtime This Schedule Qualifies Select this option if your policy is to give overtime on for WEEKLY overtime a WEEKLY basis For example anything over 40 after __ Hours hours weekly is considered overtime Daily Schedule This allows you to set up daily schedules that can be reported on For example if you wanted to know who was 15 minutes or more late on Mondays you could run an Exceptions report This is a Workday This designates the selected day as a regular workday This is an Overtime Day This designates the selected day as an overtime day Quick Copy Schedule After you set up the first workday this allows you to From copy it to the next workday so you don t have to re enter the same hours New Time Entry This allows you to enter a new entry for your employees daily work schedule Delete Time Entry This allows you to erase an entry Ch 8 Create Edit Work Schedules 88 mi Time Clock amp Neil Shifts Crossing Midnight accrcicicnararalaca caian cicle ndaceicamsseasieamancatamass You only need to set up the rules for Shifts Crossing Midnight if you have employees that work past midnight This allows the Work
98. isplay as Icon option then the object type will be inserted into the Comments field In other words you will see the text as you would see the text on a Word Document within the Comments field Double clicking on this text in the Comments block will bring up Microsoft Word so that you may edit the document We recommend selecting the Display as Icon option when inserting an object This inserts the object type within the Comments field however it shows as an icon When you double click on the icon it brings up the object within the program that created it The Link and Display as Icon options will perform the following depending on your selections Selected Link Display As Results Icon Inserts the contents of the file as an object into your document so that you may activate it using the program which created it X Inserts a picture of the file contents into your document The picture will be linked to the file so that changes to the file will be reflected in your document X Inserts the contents of the file as an object into your document so that you may activate it using the program that created it It will be displayed as an icon X X Inserts a shortcut that represents the file The shortcut will be linked to the file so that changes to the file will be reflected in your document 142
99. ive a set amount of hours for a given date For example you may enter a manual time entry of 8 hours Vacation T Time Clock Create Time R 5 E E X Cancel Neil Adams _ Reason for Change cation New Time Clock Values Date 09 30 2003 Hours Work Date 08 00 09 30 2003 Count towards overtime calculations Feature Description Reason for Change A Reason is required for Creating a Manual Time Clock Entry or Entering Hours for a Date See Settings gt Reason Codes in Administration screen Date This is the date the employee will get credit for Work Date This is the Work Date that the punch refers to See Date Vs Work Date below for more info Hours This allows you to enter specific hours for a date such as 8 hours for a Vacation day The Date Hours and Reason for New Entry fields are required Count towards overtime calculations Designates entry to count towards overtime 67 mi Time Clock amp Neil Feature Description Comments Comments are not required but may be helpful when reading a reason at a later date Ch 6 Clocking In Out Date Versus Work Date When creating a new time entry there are two date fields Date and Work Date The Work Date represents the date the entry is counted towards Normally you won t need to change the Work Date unless you have work shifts that cross over midnight For example Josh star
100. ive employees access rights to create edit and or delete their own time entries To assign access to an employee follow these steps 1 Select the employee that you want to allow to clock in out by clicking on his or her name in the browse window 2 Select the Time Clock Access button 3 Enter a login name The employee will use this to login to clock in out and to gain access to the My Time Clock feature My Time Clock allows employees to see their time entries 4 Enter a password and enter it again in the Verify Password block The Time Clock A MyBiz Time Clock Access Feature File View Settings Report Help MyBiz Time Clock Employee Select Time Clock Access x Employee Detail Browse TreeView Y In Out Board Search by Last Name A sd Reminders METE EE ETT Reports Neil Adams Denver Sunning Mm 4 e bo Sorted by Time Clock Access i anno ln a Time Clock Identification Employee Login and A Password This is what Aso am 000001597 they will use to clock in I Dawson Renes z Updale chng Pee and out with F kal ee TF Makowski Deborah Time Clock Access z me id eS soplepes Time Clock Access onal 4 ds Fs x Time Clock Access I Opel gt Can Edit their own Time Clock Entries I Osbom Can Create their own Time Clock Entries These settings allow 8 eck Y Can Delete their own Time Clock Entries employees to clock I Richards ob l in out and to edit a e M J Curent Work Schedule EEI Clear Hi
101. ize a card reader gt Keyboard Wedge The reader may be a magnetic stripe card or bar code reader We have tested with a keyboard wedge which the keyboard connects into the reader and then to the computer gt Formats ISO 7811 AAMVA and CA DMV 10 My8i Time Clock amp Neil gt Cards must be pre encoded on one track only with up to 24 alphanumeric characters on track 1 with a single carriage return at the end gt Contact G Neil at 800 999 9111 to order card readers and ID Badge Kits If you have a technical question please contact G Neil Tech Support at 888 925 7740 Time Clock Ethernet Terminal cccccssscccssscccscsccccesccccesccccesccscsscecsssccessseeees Time Clock Ethernet Terminals are small low cost data collection devices that communicate with MyBiz Time Clock over a TCP IP network The network interface supports both 10BaseT and 100BaseT Ethernet connections The operator interface consists of an LCD display and membrane switch keypad and mag stripe card reader Installing MyBiz Time Clock iecciiinniiiiiicincioccirainicicnnniciiciiciiicn dic iia Ch 1 Welcome To begin installing MyBiz Time Clock follow these steps 1 Close ALL running programs 2 Insert the MyBiz Time Clock CD into the CD ROM drive of your computer Once the CD is inserted if the browser menu does not appear proceed to the next step Otherwise skip to Step 6 3 Click Start Run The Run dialog will ap
102. k File gt Import 1 2 Enter the path of the file or click on the a to navigate to it Select Tab Delimited or Fixed Length This should correspond with the way the import file was saved Select Skip First Line if you have title headings Do not select Yes if you don t have title headings or you may lose the first line of data Click Load File to preview the file At this point you should check that all column headings match the fields that will be imported Ch 12 Importing Exporting Data 121 mi Time Clock Neil Import After Loading _ ssn Lastname Firstname MiddleName A File D IEEE Makowski Deborah A A 091 44 9210 McCalla Tracy 11111 0111 Adams Neil R A 151 44 9045 Woodward Kristies T A 176 28 8931 Clifton Kelly We v 23 11 a Note the column titles above SSN Lastname Firstname and Middlename check each column to make sute the appropriate data is in the correct column For example the SSN number should have an 11 digit number plus two hyphens 5 Select which fields to check for duplicates in the Check Duplicates box Duplicates will be checked during the Test File phase 6 Click Test File This checks for blank required fields and in the case of Location and Department it checks to make sure that the name of the Location and Department has already been set up within the program CAUTION If duplicates are detected and you click on Import these fields will be imported
103. l Support ccococccconononincnnanocononaninonanannnnonononinnones 127 Ch 13 Getting Help 125 mi Time Clock amp Neil VERVIEW aaa Ch 13 Getting Help There are several ways to get help throughout the program Sample Database A sample company called a tutorial database is provided so that you may view the different screens with sample data already filled in It is recommended that you use the program with the tutorial database in order to get a feel for the program without having to worty about altering live data When you are in the tutorial database no changes are made to your live database To open the tutorial database select Start Programs G Neil Sample Database The Help Menu From the Help menu select Contents A listing of help topics is displayed Select the Book that interests you using a double click and then double click the topic you wish to display The F1 Key Pressing the F1 key is another way to obtain help within the program From most areas of the program pressing F1 will display the topic associated for that screen Searching for Help You can search for Help two different ways using the Help File Method 1 From the Help menu select Search for Help on The Help Topics Index will appear Select the Topic that interests you Method 2 From the Help menu select Contents Click the Find Tab If you have not used this feature before the Find Setup Wizard will walk you through setting up th
104. lect the employee that the reminder is in drop down box reference to Status This will automatically show the Status of the selected employee Global This allows the reminder to be seen by anyone logging in checkbox Resolved This option should be selected when the reminder does not Checkbox need to appear any longer on the Open Reminders window Sort Options This allows you to sort the reminders by Date Name Topic or User Filters a User This allows you to view reminders of selected user b Display All Users This allows you to view all reminders c Show Resolved This allows you to view only resolved reminders d Show Unresolved This allows you to view only open reminders e Show Global Only This allows you to view only reminders marked Global Comments This allows you to view any comments relating to this reminder Printing Reminders You may print reminders by going to Reports gt Reminders Dealing with Time Zone Differences csccsscsssssccssessscsssssecsssessssssssssssesssnsees If you have departments in different time zones that are connected to the same MyBiz database you can set up MyBiz to account for the time differences Without this feature all punch times whether in different time zones or not will have the time of the Server where the database resides An example of using Time Difference If the main server is in Florida and someone clocks in from Uta
105. ll and part time Employee Status Filter This allows you to filter on Active Inactive or Terminated employees Select Employee Data Fields Available Fields This is the list of fields to to Export choose from Fields to Export In Export Order This is the chosen field Export Time Clock Data Export Hours Worked for Period This allows you to select a date range for time card data for the selected employee s Export Punch Changes This allows you to export punch changes 1 2 A 3 To export data follow these steps A 4 1 From the File menu select Export Time Clock Data How To 2 Select the export type Single File or Relational 3 Expand the tree if necessary and select the employees to export 4 Select the data fields to export by either double clicking on the file or selecting the file and clicking on the arrow pointing to the right wn If needed select the Export Hours Worked option with a date range eN If Export Hours Worked is selected you can select to Export Punch Changes option 7 Click Export Ch 12 Importing Exporting Data 124 mi Time Clock amp Neil Chapter 13 Getting Help This chapter shows you how to get help throughout the program and contact information if you need to email or phone G Neil Technical Support Chapter Contents OVERVIEW isa ia 126 Before Contacting Technical Support occccninconononininnanonononononso 127 Contact Technica
106. llows you to save your current settings Layout Barcode Print Stock Left Offset o y Picture Offset fo Susan Atkins Top Offset joy i Ar nerais Save Label Adjustments i ATA 0 7a G Neil Direct Mail Inc SNeil Table Listings allows you to print EHER Lx user access rights User Security Cj XN EN Locations and Departments which Preview Print Printer Setup Help Close departments ate assigned to Tables locations Assigned Departments and Reason Code information C Assigned Departments Locations Reason Codes C Departments Table Listings are mainly used by G Neil Tech Support in assisting you with any issues but can be useful when setting up For example if you want to see what departments are assigned to locations you can print a listing of Assigned Departments 112 mi Time Clock amp Neil Chapter 11 Database Maintenance This chapter discusses how to maintain the MyBiz database through backups and regular maintenance A Backup is essentially a copy of your employee records Backing up ensures that you can recover from a power failure or emergency You may also install MyBiz Time Clock on another computer even as a demo and restore from your backup Chapter Contents Backing Upasna scented iai iin 114 Creating a Manual Backup from Within MyBiz 06 115 Restoring from a Backup iuris 115 Performing Maintenance and Repairing the D
107. loyees to clock in out and manage their individual time entries The Welcome Screen If you re going into the Management screen for the first time the Welcome screen will appear The Welcome screen gives you tips on getting started and the new features If you do not want this window to appear the next time you start MyBiz Time Clock click Don t show this message again in the bottom left To show this message at startup from within MyBiz Time Clock choose View gt Welcome Click Continue to open the Management screen Logging into the Management screen A user login is different from an employee login An employee login set under Time Clock Acess will only have access to the My Time Clock feature and to clock in and out A user login set under User Security will allow managers supervisors and other administrators access to setup and maintain MyBiz Time Clock Login and Password If yow re logging in for the first time the default user login is Admin and the default password is Admin For security purposes we highly recommend changing this password after you log into the Management screen MyBiz Time Clock Checklist cocinan and Ch 3 Getting Started For first time users the MyBiz Time Clock Checklist will appear If you do not want this window to appear at startup click I am finished with the checklist To show this window from within MyBiz Time Clock choose View gt Checklist 26 mid Time Clock ZNeil T
108. lp Help allows you to bring up the help file for this screen Ch7 Managing Employee Records 76 mi Time Clock Neil Time Card Entries The time card entries have the following coding Feature Description Blue band A blue band designates the selected entry White band A white band designates an IN punch Teal band bluish green A teal band designates an OUT punch Gray band A gray band designates a manual entry was given for a set amount of hours see Enter Hours for a Date under New above For example Josh took 8 hours of Vacation on 3 15 2002 and a manual entry was entered for his time Plus Sign A plus sign designates a punch was changed or manual entry was entered Asterisk An asterisk designates that there is a double punch either two IN punches or two OUT punches together Action should be taken on this type of entry of either adding a new entry or correcting an existing entry Hours cannot be calculated for a double punch entry 78 CAUTION If you see an asterisk next to a time entry this means that some type of CO action should be taken such as correcting a punch Caution Work Day Date Punch Time Adj Time In Out Hours Day Hours Time Card Entries Sr AT e Monday 03 11 2002 09 06 am 09 10 am IN 03 11 2002 Asterisks Monday 03 12 2002 01 35am 01 30 am 8 50 40 E T denote double Plus s
109. m here All changes edits or deletions are recorded and tracked Selecting Show Changes will allow you to view entries that have been edited A plus sign to the right side of an entry denotes a entry has been modified Time Clock 2 MyBiz Time Clock Entries Feature File View Settings Report Help Records J TimeClock Time Clock Employee Select Browse TreeView D ate Range In Out Board Search by Last Name 5 Reminders Reports i z m Sos ca E moa p sonedby c Today C ThisWeek Range gt From 09 01 2003 To 09 23 2003 y ineft isplay 7 ime Entri rt i rder Time Card Runs I Austin Billy 7 z I Clifton Ip s K bon Benes Wednesday 09 03 03 11 18 am Asterisk Show Changes R Wednesday 09 03 03 02 08 pm 02 06 pm shows double made to tim i Rand i poems a ISR Thursday 09 04 03 09 49 am 09 48 am entries of IN or entries Trecy OUT Punches Chris Thursday 09 04 03 10 41 am 10 42 am Stephen Wands Friday 09 1203 Recent Len 0 Time Entries Entries A Must have an IN pS i and OUT Punch for total hours Plus sign denotes change has been made Employee Neil R Adams Tip Double clicking on an entry in the changed window at the bottom will bring up details of the entry Time Clock Entries Toolbar From the Time Clock Entries screen Managers have access rights to create edit or delete employee time entries Creates a new Deletes currently Shows Help File for
110. may not use the SOFTWARE PRODUCT to produce records to be sold or distributed outside of yout company Purchasers who have paid for a license may install and use the SOFTWARE PRODUCT on a single computer For each additional installation an additional license is required Your right to use or install the SOFTWARE PRODUCT automatically terminates upon failure to comply with any provision of this SLA violation of any term of this SLA or upon your destruction of all copies of the SOFTWARE PRODUCT In any of the foregoing circumstances you must remove the SOFTWARE PRODUCT from your computer s hard drive application server or other mass data storage devices and cease use of the product The License is deemed accepted and delivered in the State of Florida and shall be construed interpreted and governed by the laws of the State of Florida without regard or effect given to its or any other jurisdiction s choice of law jurisprudence G Neil warrants the SOFTWARE PRODUCT will operate in accordance with its published specifications for a period of ninety 90 days following the date of purchase 30 days for opened software In the event the SOFTWARE PRODUCT fails to operate in accordance with the published specifications during that period you may return it to G Neil G Neil will at its option repair or replace the defective program or refund the purchase price THIS IS YOUR SOLE AND EXCLUSIVE REMEDY G NEIL SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES
111. me Clock Entries Y Can Delete their own Time Clock Entries Current Work Schedule OS Clear History In Qut Board Access Out Board Access None Employee Neil R Adams Hire Date 03 25 1996 Active Feature Description Employee Location Department This is shown to make it easier when assigning access Search By This allows you to search by Last Name First Name SSN or ID Search For Entering one character at a time will do an incremental search For example entering the letter K will bring up the names which start with K Adding an L will search out names with KL and so on Time Clock Identification Changing Employee Passwotd Time Clock Identification allows you to change the selected employee s Login and Password Just enter the new Login and password and click on Save to change Swipe Card ID For the Swipe Card ID option you ll need a magnetic swipe card or bar code reader and pre encoded cards To assign a pre encoded swipe card click on Update Change then swipe the card through the swipe card reader If an employee has an assigned swipe card ID number you will also have the option to Clear Delete Time Clock Access Time Clock Access assigns employee options for a Enable Employee Time Clock Access This allows the selected employee to clock in and out This is required to be selected if the employee is allowed to clock in out
112. me Clock Entries screen is created and given the Reason of Vacation A Payroll Code Description of Paid Vacation is set up relating it to the Reason Code Vacation When a time card report is run it will show the Payroll Code Description of Paid Vacation the Payroll Code is what will appear on reports When that manual entry with the Vacation Reason Code is created it will also create an entry on the Calendar in MyBiz Attendance under the V Paid Vacation absence code 52 mid Time Clock amp Neil Ch 4 Code Sharing Set Up Payroll Description Columns for Reports When running a report such as the Time Card Runs report only two payroll descriptions will show along with Regular Hours and Overtime hours due to space constraints If there are any other payroll code descriptions they will show up in the Other Column The Time Card Runs Extended report will show all payroll descriptions in a column format After setting up the Payroll Code Descriptions you ll be able to set up which two payro codes you ll want to see in addition to Regular Hours and Overtime Hours time for a other payroll codes will be combined into the Other Column To set up the two Payroll Description Columns follow these steps 1 Go to Settings gt Global Preferences gt Time Clock Tab Payroll Description Columns for Reports locate First Column and Second Column 2 Click on the drop down arrow for First Column and select which payr
113. me up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option Enter a description of the reminder if needed Click Save Recurring Reminder oN QE ER ED e To create a recurring reminder follow these steps Select Reminders from the feature list Click New Select check Recurring Reminder Select the type of reminder Anniversary Birthday Performance Review or I 9 Renewal Select a Through Date when do you want to stop the reminder from occurring Select how many days you want to be reminded before the event By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in 44 mid Time Clock ZNeil Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 9 Enter a description of the reminder if needed 10 Click Save Deleting Reminders Reminders are deleted from the Main Reminders screen by clicking on the Delete icon Editing Reminders There are two ways to edit reminders Main Remindets screen From the main Reminders screen you can edit the following columns just by clicking in the field Reminder Date Title Resolved and D
114. message when logging in Receive the following error message when logging in SQL Parse Error EOF in String Detected Description This is caused when pressing the comma key and Enter key at the same Possible Resolution s Avoid pressing the comma and Enter key at the same time Unable to install on a Win NT or 2000 system Issue Doesn t finish installation Description This usually happens if you do not have full administrator rights on the Win NT or 2000 computer Possible Resolution s Make sure you have full administrator rights before installing Moving Database from One Location to Another Issue Need to move your MyBiz database from one computer or drive to another Description You may need to move the MyBiz database because of receiving a new computer new operating system or running out of disk space among other reasons Possible Resolution The easiest way to move the database is to make a backup of your current database install MyBiz on the new computer and restore the database Follow the detailed instructions below 1 From the current database backup your files from within the MyBiz program by going to File gt Maintenance gt Backup Database Put this file in a location where Appendix B 132 mi Time Clock amp Neil Appendix B you can get to it from the new computer For example onto a shared network drive or Zip Drive 2 On the new computer we recommend installing MyBiz usi
115. mpany Info Epoch 1920 Default Hours In a Day Full Time A a IV Allow use of Forgotten Password Utility IV Forced Writes for Interbase IV Prompt for backup on exit Part Time port Options Attendance Time Clock National ID Number Format Mask C None USA SSN format 99 99 9999 Canadian SIN format 999 999 399 UKNI format 449999994 Label SSN Feature Description Epoch Setting We strongly recommend keeping the default settings This setting will allow the MyBiz program to appropriately interpret any two digit year entered that is between 1920 and 2019 For example with the default Epoch setting of 1920 1 If you enter a date such as in the Hire Date field of 03 05 01 the program will interpret this as 03 05 2001 2 If you enter a date of 03 05 18 the program will interpret this as 03 05 1918 Note If you need to enter a year prior to 1920 or after 2019 in a date field within the program you may enter the year as a four digit number Default Hours in a Day These are the default hours that will be assigned when creating a new employee The Day Hours on the Employee Detail screen will be filled in automatically with these default hours when a new employee is created National ID Number Format Label Selecting one of these options will allow you to set the mask for the National ID Number Format The default mask is set to the USA SSN format With this sele
116. n a column format REM eee NOTE The Time Card Runs Report will only report regular time overtime and the payroll descriptions for First and Second Columns under the Global Preferences gt Time Clock Tab All other reasons will fall under the Other column See the Time Card Runs Extended report to view all payroll descriptions 1 2 To print a report follow these steps y p 3 1 From the Reports menu select the appropriate report Dy 2 Select any options necessary from the filter and options settings How To 3 Under Select a Time Card Run select a run Note Runs must be created through the Time Card Runs Tab 4 Click Preview to see the report on the screen before printing Ch 10 Using Reports 109 mi Time Clock Neil Time Card Runs Extended Reminders ID Badges Ch 10 Using Reports The Time Card Runs Extended Report will print regular time overtime and all Payroll Code Descriptions in a row format If you have more than two payroll code descriptions for example Vacation Sick and Personal this report will allow you to view all payroll code descriptions set up under Settings gt Reason Codes Payroll Code Description The Reminders Report allows you to view resolved and unresolved reminders for a specific date range You may create ID Badges for use with MyBiz Time Clock or company identification There are 4 types of ID Badges Employ
117. neric 6 min Grouping Options W Location V Department V Show Group Totals Export Options IV Disable Headers On Export Display Options IV Show Social Security Number on Report Hire Date 03 25 1996 lActive The following are other options that are available on the Punch Exceptions Report For a list of features not listed here please see Report Interface Features above Feature Description Report Date Range This allows you to set a date range for the report Time Exceptions in hours This allows you to report on total hours over or under by day week or month and to filter on a work schedule Work Schedules This allows you to filter on a selected work schedule 108 mi Time Clock gNeil Time Cards Reporta a A aida The Time Cards Report shows punch times and manual punch entries for each employee according to the selected work date range Changes made to an entry can be printed along with employee and supervisor signature blocks NOTE Punch entries with an asterisk to the right of the entry require attention It means that double in or out punches have been made and need corrected Time Card Runs Report visicciicicinnaincain iii isa The Time Card Runs Report shows totals of regular time overtime and the First and Second Column descriptions for Reported Payroll Description Columns under Settings gt Global Preferences gt Time Clock Tab i
118. ng Custom as the Setup Type and Server as the Install Type This will put a blank database at that location Restore the database from Step 1 from within the program by going to File gt Maintenance gt Restore Database Please contact G Neil Tech Support if you re having problems installing or connecting to the database Note G Neil Tech Support cannot assist you with PC issues but they may be able to give suggestions to common issues Installing MyBiz Files to Another Drive Other than C Issue Installing MyBiz files to another drive other than the C drive Description Sometimes installing to the C drive is not feasible It may not have much space left or it s not meant for database files Possible Resolution When installing MyBiz there are three different sets of files that get installed Program Files Database Files and Database Engine Files Interbase When choosing Custom Install you may select the location for the Program and Database Files that get installed at the same time Interbase will automatically install to the c drive after you click on the first Finish button If this is okay then you only need to follow Step 1 below and click on Finish Otherwise if you also want to install Interbase to another drive then follow all of the below steps 1 Run the installation of the selected MyBiz program such as MyBiz Attendance Records or Time Clock When going through the installation process choose Cus
119. nt Product License from the Help menu click the Edit key 3 Enter the Product Key you received with your purchase it starts with the letter T This will be located inside the front cover of this User s Guide in the lower right hand corner or sent to your e mail address 4 Click OK If the confirmation message does not appear verify that you entered the correct key The key is not case sensitive NOTE There is a different product key for each G Neil software product System Requirements lt issvasscosevovssnsssndevedevovevndesedsenvaveseondevndsdededevavadeondevadssovevnuesioneves Required Windows 98 SE or later e Pentium 266Mhz or faster processor 64 MB available RAM Random Access Memory e 20 MB available hard disk space e Access to a CD ROM drive e SVGA monitor with 800 x 600 16 bit color depth or higher Recommended Pentium III or higher processor e 128 MB available RAM Random Access Memory e 20 MB available hard disk space e CD ROM drive e SVGA monitor with 1024 x 768 High Color or higher e Windows compatible graphics quality printer MyBiz Time Clock database must be installed on a single standalone computer You can create multiple accounts with different access levels but the software runs on the PC you install it on Magnetic Stripe Card Specifications sscsscccsssssssecesssscssscssscssssssssssessesossssonees Ch 1 Welcome This information is if you are going to util
120. ock Tab 1 Under Attendance Code Sharing on the Time Clock Tab click Enable Code Sharing 2 You may also select Enable Hours Worked Transactions Relation if you are going to enter Hours Worked W Code on the calendar in Attendance With this option selected when a W Code is entered on the calendar screen the time will also be automatically entered in Time Clock 50 G Global Preferences a q Edt Help Close Company Info General Settings Report Options Attendance Time Format 12 Hour AM PM Style 24 Hour Military Style Time Display Rate Update by second C Update by minute 120 seconds 30 Sync with the server every User must login punch within second s Enable Swipe Card Usage Require Password when Swiping Enable Auto Clocking Require Password for access to My Time Clock Request confirmation if user is double clocking Vv L lv IV Require Password for manual Employee Login Vv lv Vv Allow manual swipe card entry First Day of Week Sunday Y In Out Board Settings M Enabled I Display Time IV Require Login Attendance Code Sharing Attendance Code Sharing IV Enable Code Sharing Enable Hours Worked Entries with Attendance Payroll Description Columns for Reports In reports there are two columns available for specific Reason Codes e g Holiday Vacation Sick Personal All Other Reason Codes will fall into the Other column Choose two Reason Codes you would lik
121. ode Sharing This chapter explains code sharing between MyBiz Attendance and Time Clock This will also walk you through setting up code sharing between the two programs Chapter Contents US cnevasvsee cutee seevasues cutest cessslestieecueets ceenasvendeveste ces 50 Setting Up Attendance Code Sharing cccesesseseeseseeeseeeeees 50 49 mid Time Clock amp Neil Overview MyBiz Time Clock and Attendance can be fully integrated This means that absence codes paid time off entered in Attendance are also automatically entered into Time Clock such as Vacation Example Linda takes a vacation day her supervisor enters this time as a Vacation Reason Code in MyBiz Time Clock so that she is paid for that day With MyBiz integration set up this time will also show on the calendar in Attendance as a V Paid Vacation day Setting Up Attendance Code Sharing c ssssssosessosessonessenessenessonesenensenensonenes Follow me How To Ch 4 Code Sharing In order to set up MyBiz Time Clock and MyBiz Attendance Code Sharing the following steps will need to be completed in the order listed 1 Enable Attendance Code Sharing 2 Set up Reason Codes 3 Set up Payroll Code Descriptions 4 Set up Related Attendance Absence Codes Enable Attendance Code Sharing The first step is to enable turn on the Attendance integration You would do this from Settings gt Global Preferences gt Time Cl
122. oes 57 PROGRAM ACCESS cu e cvssie cionado coto Rada case niys vst NEIRA an dE Aa ceo 58 USER SECURITY viesiete EEE REAREA AE A E A as 58 User Security for the Detail Tabiusins ita caus ad E AREA add aaa 58 Time Clock Tab vii eE 59 SETTING UPA USER FOR SECURITY ACCESS corrien oein eeren A EEE die doo eta pies 60 User Security Access for Locations Departments ccccecceesceesceesceeeceseceseeesecaeceecseecneeeneeeneeneeenes 61 User Security for the Attendance Tab ou ceccccccsseessesseeesceseceecesecaecssecsaecaeeeaeeeeeeseeeaeeneeeneeeerenrensaes 61 User Security Tor the Records tabis cocacola 61 User Security for the Locations Departments Tab ccceeccessceseceseceseeeecseeeeeeeeeeeeeeeeeneeneeesesseenaes 61 CHAPTER 6 CLOCKINGIN QUE cic scdicessescarscacuvscedesssbasdecssiss csesducecesstencdetsodcedsoovonecbascdesecsss bese tessocendsesves 63 OVERVIEW cu cdscs setae a A A AA EA AA 64 CLOCKING IN USING THE KEYBOARD secco ii Sek cee deteriorada EEE E E E 64 Table of Contents 4 mid Time Clock amp Neil CLOCKING IN USING SWIPE CARD AND CARD READER cccccssessesssceteeeceeseccecececsenenseaeseesceesenssaeeeeseeeeeees 64 NARAR IVE eae ee ee rey ee AE EEE Und ario yb dde y and e ade e o re ee 65 Employee Review Edit toolbar cccccccsesssesssessceescesecesecesecssecsaecseecaeeeneeeneesceeeeeneseneeseeeeseaerenseesaes 65 Creating a New Time Bantry a lides 66 Date Versus Work Date a aaa 68 Editing a Time Edy
123. older may be incorrect 2 If running from a Standalone Computer 3 Interbase Guardian may be shut down If running from a Client Workstation 5 Incorrect Server Name and or Database Path 130 mi Time Clock gneil Appendix B 6 Client needs to have TCP IP installed 7 Server may be down Possible Resolution 1 If running MyBiz from a Server and encountering the above issue try each of these solutions Check your permissions for the Database folder Full Control access must be given to System for the database folder You may add to the Permissions by going through Windows NT Explorer and going to Properties by right clicking the database folder 2 Check to make sure Interbase Guardian or Interbase Manager is running On a Win 95 98 system there will be an icon in the system tray next to the clock The icon graphic appears as a gray tower with a green flag When you put your mouse over the icon it will read Interbase Guardian This icon will not appear on a Win NT 2000 system You may check to see if it is running on a Win 95 98 NT 2000 system by clicking on Start Settings Control Panel and clicking on the Interbase Manager If it is not running click on Start from within the Interbase Manager then try to open the MyBiz application again 3 If encountering the message when running from a Client Workstation try this Check the Server Name and Database Path by going to the Server opening the MyBiz application an
124. oll code you ll like to show up on the Time Card Runs report 3 Then click on the drop down arrow for Second Column and select another payroll code Click Save 5 Close all the way out of the program and open it back up to refresh the data Set Up Attendance Absence Codes Once the Attendance Integration is enabled you ll be able to relate Reason Codes in Time Clock to Absence Codes in Attendance When you enter an Absence Code onto the Calendar that is related to a Reason Code this will create an entry in Time Clock Example We have a Reason Code of Vacation Payroll Code Description of Paid Vacation Related Attendance Absence Code of V Paid Vacation when entering a V Code on the Calendar of 8 hours this time will automatically be entered in Time Clock as 8 hours of Vacation Reason Code And this time will be shown on the Time Card Run report as 8 hours of Paid Vacation Payroll Code Description 53 e Ld mi Time Clock Neil With code sharing set up this is how it will work From the Calendar screen we enter a V Paid Vacation day Related Absence Code on September 11 2002 MyBiz Attendance File View Settings Report Help Calendar O 14 day Ost Day Q Erase EA Employee Select S IV Show Hours Worked Category Assignments Employee Detail D Planner Reminders Search by Last Name m a o Sorted by LastName First Name 12day Ful Day fh Select Today S
125. only a few Administration screens Having one Manager Login that has access to everything is required You may create other Manager Logins that have partial access to the Administration screens they need For example a payroll administrator may only need access to View Edit Employee s Time Card Entries Create amp Edit Work Schedules and to Time Card Runs The other screens would be set for No Access See User Security Feature Comm cir dd E The Feature Column allow you to navigate from screen to screen Feature Description Employee Detail This screen allows you to enter and edit employee data In Out Board The In Out Board allows you to see at a glance employees who are in and out Reminders Reports This allows you to view create edit and delete time Time Clock Entries card entries If you have access to view and edit entries you have access to all records Time Clock Access This allows you to set employee logins and passwords work Schedules and access to the In Out board Time Card Runs This allows you to run time card reports and lock down time cards so that no other editing can be done Ch 7 Managing Employee Records 72 mi Time Clock amp Neil Time Clock ENTES 2d dad ida A iaa The Time Clock Entries feature allows you to maintain employee time entries You may create new entries as well as edit or delete time entries You may also print out employee time cards fro
126. option allows you to turn on or off the message prompting for backup when you close out of the program Backups are very important 33 mi Time Clock amp Neil Global Preferences Report Options Tab Ch 3 Getting Started Report Options Tab The Report Options settings affect how reports will appear by default um Global Preferences Edt Help Close Company Info General Settings E Attendance Time Clock Print Preview V Header Bold Y Header Line I Header Shade I Data Line M Print SSN Print Picture Print Totals Feature Description Print Preview Toggles turns on and off showing preview first before printing Header Bold Toggles bolding for Header Title Header Line Toggles putting a line under the Header Title Header Shade Toggles shading for Location or Department title row Data Line Toggles lines to separate data information Print SSN Toggles ability to show Social Security Numbers Print Picture Toggles ability to print Picture on printout Print Totals Toggles whether or not Totals show up on reports Editing Report Options To Edit Report Options follow these steps 1 Click EDIT 2 Choose an option by clicking in the box 3 Click Save Attendance Tab The Attendance Tab will only show if MyBiz Attendance is installed Please see the MyBiz Attendance manual for more details on this feature 34 mi Time Clock am
127. or entering time for someone out on vacation requites a reason The three types of reasons are Punch Changes making a change to a punch time entry Manual time entries entering a time entry for 8 hours Vacation etc and Deleted time entries The Reason Code window can be broken down into 3 parts Reason Code Payroll Code Description and Related Attendance Absence Code G MyBiz Time Clock et a gt mI D First Prior Next Last Delete New Help Close Enabled Reason Code Enabled Reason Codes Forgot a Punch Forgot a Punch Y V Use For Punch Changes Use For Deleted Entries Holiday Personal Sick System not available Time Worked User Didn t Know User Error Vacation V Use For Manual Time Entries Manual Time Entry Settings M Count Towards Overtime Calculations Payroll Code Description Payroll Code GO De scription Payroll Code 7 Number Y hi LA Y Y Y Y Y Li Ziziz iz lt lt iziz2 xZzzxixxx lt Related MyBiz Related Attendance Absence Code Attendance Controller Comments Set Up Payroll Code Descriptions and Numbers See Chapter 4 Set Up Payroll Code Descriptions for detailed information A Payroll Code Description is related to a Reason Code and Absence Code The Payroll Code is the description that will show up on reports such as the Time Card Runs report Example A Reason Code of Vacation is set up When someone takes a vacation day a manual entry from the Ti
128. ort Lauderdale Location PT Y Merchandising Department Clifton Kelly Job Status Filter IV Handy Ed I Full Time V Part Time Y Karl Matthew Y McCalla Tracy Employee Status Filter BF MAR anald Chrin IV Active InActive Expand Tree Collapse Tree I Terminated Select Employee Data Fields to Export Available Fields Fields to Export In Export Order DEPARTMENT Export Time Clock Data Export Hours Worked for the Period 10 19 2003 To fr 125 2003 z F Export Punch Char ge The Time Clock Export feature allows you to export the following data gt Last Name gt Location gt First Name gt Department gt Middle Name gt Punch Hours gt SSN gt Punch Changes gt Date of Birth Ch 12 Importing Exporting Data 123 m i Time Clock Neit ooo Feature Description Export Type Single File Exports Employee Data and Hours Worked to a single file If Export Punch Changes is selected it will export to a separate file Relational File Exports Employee Data and Hours Worked to two separate files If Export Punch Changes is selected it will export to another separate file Export This allows you to export the data Select Employee to Export This allows you to select specific employees locations and or departments to export Hire Range Filter This allows you to filter on a specific hire date range Job Status Filter This allows you to filter on fu
129. ote Reason Codes and Payroll Code Descriptions must be set up before assigning the Reported Payroll Description Columns See Chapter 3 Setting Up Reason Codes Sync with the server every 120 second s This is how often the client will synchronize the main clock with the server User must login punch within 30 second s Once a user enters the first character into the login scteen a countdown timer starts If a user doesn t finish entering his or her login and password within the allotted time the screen will reset the main clock screen Enable Swipe Card Usage This allows you to enable the use of swipe cards Swipe cards and swipe card reader required Require Password when Swiping Users will be required to enter a password when swiping in Enable Auto Clocking This enables the smart clocking feature When users clock in the first time the program clocks them in The next time the user will be clocked out and so on If 13 or more hours pass between punches this feature will be reset and will take the next punch as an In punch Require Password for manual Employee Login Users will be required to enter a password when clocking in out Require Password for access to My Time Clock Users will be required to enter a password when going into the My Time Clock feature Request confirmation if user is double clocking Double clocking is defined as
130. ould be Forgot a Punch User Error or Computer Down For example if the new employee Josh came in at 8 30 AM and forgot to clock in Josh s supervisor would need to create a punch entry for 8 30 AM so that Josh gets credit for that time 2 MyBiz Time Clock H lt gt First Prior Next Last Delete New Help Close Use For Use For Reason Code Forgot a Punch Holiday Personal Sick System not available Time Worked User Didn t Know User Error Vacation zzzz lt lt z z lt iz lt lt p Forgot a Punch IV Enabled IV Use For Punch Changes Use For Deleted Entries M Use For Manual Time Entries Manual Time Entry Settings M Count Towards Overtime Calculations Payroll Code Description Payroll Code Number Related Attendance Controller Absence Code v Comments 37 mbid Time Clock ZNeil Feature Description Reason Code This is the name of the reason PTO Sick Personal User Error etc Enabled When checked this allows the reason code to show up when editing time on the Time Clock Entries screen Use for Punch Changes These are Reason Codes that you want to see when you re doing a manual punch Clock In or Out change A punch change changes or adds a specific punch in out time entry This is different from giving a full or partial day see Use for Time Entries below Use for Deleted Changes Whenever you delete an entry
131. ould light 3 Start the Time Clock Remote program on the host Windows PC computer and login by going to File gt User Login 4 Click File gt New Terminal to create a new terminal connection The Terminal Name is what will display under Help gt System Information on any MyBiz program Select the Time Clock Remote or the appropriate Terminal Type and enter the IP address and the Port Number default is 1070 5 Select Connect at Startup and press Connect The Time Clock Remote program will display Connected and the Terminal will respond with the date and time This indicates the Terminal is communicating over the network and is ready to accept commands 6 Data can be entered on the Time Clock Remote keypad by pressing the numeric keys and then pressing the Enter key The entered message will appear on the telnet client screen 7 Ifthe Time Clock Remote is equipped with a card reader mag stripe the decoded output can be displayed Optional digital I O functions can also be tested using the RELAY INPUTS and COUNTER commands 138 mi Time Clock amp Neil Appendix F Appendix F Using the Notes Comments Editor and Attachments MyBiz Time Clock Version 2 includes new powerful word processing features for all comments and notes fields as well the ability to attach objects and documents within these fields When documenting employee absences you may find it useful to attach gt Copies of e mails gt Wo
132. p Neil Setting Up Time Clock Preferences Global Preferences EGI o y Global Preferences Time Clock Tab a Edit Help Close Company Info General Settings Report Options Attendance Time Format 12 Hour AM PM Style C 24 Hour Military Style Time Display Rate Update by second C Update by minute Fa a Sync with the server every second s User must login punch within second s Enable Swipe Card Usage Require Password when Swiping Enable Auto Clocking Require Password for manual Employee Login Require Password for access to My Time Clock JV Request confirmation if user is double clocking IV Allow manual swipe card entry First Day of Week Sunday zi In Out Board Settings IV Enabled I Display Time IV Require Login Attendance Code Sharing IV Enable Code Sharing Enable Hours Worked Entries with Attendance Payroll Description Columns for Reports In reports there are two columns available for specific Reason Codes e g Holiday Vacation Sick Personal All Other Reason Codes will fall into the Other column Choose two Reason Codes you would like for these columns First Column Second Column y Personal Vacation The Time Clock Tab allows you to set global settings for MyBiz Time Clock This will also allow you to enable Attendance and Time Clock code sharing See Chapter 4 Setting Up Attendance Code Sharing for detailed information Feature Time Format Descrip
133. pear 4 In the dialog box type D setup exe where D is the letter of your CD ROM drive 5 Click OK or press Enter 6 The browser menu will appear Select Install MyBiz Time Clock Once the installation procedure begins follow the on screen instructions to install the software When installation is complete the G Neil program group will be added to your Start menu and a MyBiz Time Clock icon will be on your desktop 11 cia 2 Installing MyBiz Time Clock This chapter explains how to install MyBiz Time Clock to a standalone computer and answets frequently asked questions about installing Chapter Contents OVE EW orraa ee A E TEREE ii 14 License Options speren iia ie dota dada a iia 14 Frequently Asked Questions s ssssesessesssssssessessesesessteseeesrenresneessess 14 Installing MyBiz Time Clock icii i ni nininniijosinndrai daria ice 14 Installation TY Pe vesical aii 15 Remote TerminalS viii noi iaa 15 Ch2 Installing 13 mid Time Clock amp Neil OAT AT A EEFE aS as MyBiz Time Clock can be installed on a single standalone workstation If you have more than 100 active employees need a multi user network set up or want other advanced features please use our Optima line of software License OPUS tir catinccssennre tee eis case eeu te ee sesoses s iross assas The license options currently available gt Single User Only one application of the Time Station and one application of the Time Clock Adm
134. port This allows you to select specific employees locations and or departments to export Hire Range Filter This allows you to filter on a specific hire date range Job Status Filter This allows you to filter on full and part time Employee Status Filter This allows you to filter on Active Inactive or Terminated employees Select Employee Data a Available Fields This is the list of fields to Fields to Export choose from Export Time Clock Data a Export Hours Worked for Period This allows b Fields to Export In Export Order These ate the fields chosen you to select a date range for time card data for the selected employee s b Export Punch Changes This allows you to export punch changes 2 To export this data follow these steps Y 3 1 wy 2 How To 33 4 5 6 1 From the File menu select Export Time Clock Data Select the export type Single File or Relational Expand the tree if necessary and select the employees to export Select the data fields to export by either double clicking on the file or selecting the file and clicking on the arrow pointing to the right If needed select the Export Hours Worked option with a date range If Export Hours Worked is selected you can select to Export Punch Changes option Click Export Ch 9 Preparing Time Card Runs 101 mi Time Clock amp Neil Ch 10 Using Reports Chapter 10 Using Reports MyBiz Time Clock
135. rd or Excel attachments that you ve used for tardies warnings and specific sections of reviews gt MyBiz Forms personnel forms for vacation requests FMLA requests and company responses warnings and counseling reports Right Click Menu Commands Right click on any notes or comments field the menu shown at right will pop up with the following options Edit Opens the full text editor Cut Copies to the clipboard and deletes the currently selected text Copy Copies the currently selected text to the clipboard Paste Pastes the currently selected text into the comments or text field Font Brings up a standard font edit window with settings for font style size effects and color Bullet Style Toggles bullets for selected paragraphs on and off Paragraph Brings up a standard paragraph settings window for alignment style indentation and line spacing Tabs Lets you set tab stops for selected paragraphs Find Searches for the text you enter Replace Searches and replaces text according to your settings Edit Font Bullet Style Paragraph Tabs Find Replace Insert Object Check Spelling Insert Object Opens the Insert Object window and lets you select either a type of new object to insert into the notes comments field or attach an existing file Check Spelling Launches the Microsoft Word spellchecker 139 mi Time Clock Neil Using the Rich Text Editor
136. re Access Rights Location Department set allows you to set access to each access to location department or feature employees Creating Locations amp Department ooonononccononnanononannnonnanononannnnnncnononcnnonananononanconnass Locations and Departments are required and must be assigned to each of your Employees See Chapter 7 Adding New Employees to assign Location Department to employees Locations and departments allow you to sort your employees within a designated group A location is considered a geographic place or group name such as a Chicago or East Coast A department is considered a specialized division or group name under the location such as Sales or Merchandising Ch 3 Getting Started 28 mi Time Clock amp Neil Lon ww Location Department Maintenance Location Department LA gt gt D an ce can be ad toa ae the ir i P iri epartment must be assigned to a Location Click the just screen Fiat Proc Next Last Detstas Nend Edt ee left of the Location Name to view all available departments To Locations Cones assign unassign a Department to the Location ocations Departments check uncheck the box just left of the Department Name When you save the system will validate your changes The system will not let you remove a Department from a Location if an Employee is already assigned to that Location Department E combination P Fort Lauderdale Denver Location and Los Angeles Y H
137. rk Schedule cuan How To Setting up a Work Schedule allows your employee s punch times to be rounded and allows you to report on various settings according to the Work Schedule For example if you wanted to know who was clocking in late on Mondays for the month of June you could run an Exceptions Report All employees that clock in out must be assigned a Work Schedule for rounding and reporting purposes To set up your work schedule follow these steps 1 Click New Enter a descriptive work schedule name Select how your time is credited for rounding purposes YN If you round to the nearest mark you may leave the defaults in the Rounding block as they are If however you round nearer or farther from the nearest mark then you may change the rounding to suit your needs 5 Check how the program will round for you by entering a clock in out time in the Rounding Example block If the time isn t rounding the way you want then change the Rounding time and check it again 6 Select whether this work schedule qualifies for DAILY overtime and after how many hours 7 Select whether this work schedule qualifies for WEEKLY overtime and after how many hours Ch 8 Create Edit Work Schedules 90 myi Time Clock amp Neil Setting up the Daily Schedule cscccssssscssssescscscscssescsescscesssesessscssssesesencners 2 To define the daily schedule follow these steps Ey gt SA 1 Select a day of the workweek
138. rmation For Example If a time card run is created to include Randy from Wed May 8 2002 through Thur May 16 2002 and it shows that he worked 59 hours during this time this doesn t necessarily mean he has overtime Weekly overtime if any is calculated on the last day worked of the workweek Daily overtime if any will be calculated on the same day worked Daily Overtime will be calculated on the same day worked May 2002 Sun Mon ue Wed Thur Fri Sat 1 2 3 4 5 6 2 B 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Weekly Overtime will be calculated on the last day worked for that workweek Assuming our Workweek starts on Sunday the date range of May 8 May 16 covers two separate Workweeks Workweek1 May 5 May 11 and Workweek2 May 12 May 18 If Randy does not work overtime on a daily basis or for the whole workweek he won t have any overtime But if he does work overtime for Workweek1 it will be calculated for that Friday May 10 and be included on the report Overtime worked for Workweek2 will not be reported unless Friday May 17 is included Ch 9 Preparing Time Card Runs 97 mi Time Clock Neil Factors involved in calculating overtime 1 What is the Workweek Start Day Sunday If the workweek starts on Sunday this would mean the workweek is from Sunday through Saturday every week 2 Do your employee s receive overtime based on time work
139. seens 141 Inserting an Attached 141 Insert Object Opthos Li dd 141 Table of Contents 7 mi Time Clock amp Neil Chapter 1 Welcome Thank you for choosing MyBiz Time Clock by G Neil This application replaces mechanical time clocks eliminating hand correcting and tallying of time cards and dramatically reducing payroll prep time Ch 1 Welcome When combined with MyBiz Attendance this powerful tool provides a comprehensive time and attendance tracking system for your business Features include VVVVV V Vv Easy clocking in out using keyboard or swipe card Detailed time and date stamping of all entries including supervisor changes Instant knowledge of employee status through a virtual in out board Fully customizable work schedules rounding rules overtime settings and more Data export function to major payroll provider software Direct transfer of time card runs into employee timesheets in QuickBooks Pro and Premier Editions 2003 and or 2004 Flexible security access for employee and managers alike Integration with other MyBiz programs simplifies data entry Chapter Contents Unlocking the Demo ui 10 System Requirements curen na AA 10 Magnetic Stripe Card Reader Specifications occ 10 mbid Time Clock amp Neil Unlocking the Demo aci ii y If you have already installed the demo of MyBiz Time Clock you can unlock it by following the steps listed here 1 Run MyBiz Time Clock 2 Select Alter Curre
140. seeresseretsserersteseeterststesserereteseeetestetesststestereesteseseersreresseseesereesee 129 APPENDIX B TROUBLESHOOTING seseseseseesescsscssesesescsocscsoesesescsoesosossesesesoesossesesesocscsossssesesoesesossse 130 Unable to connect to Interbase Server s sessssseseesseeesseseesresesessteressesressesetsteseenessesteseesesseeeessesees 130 Getting SQL Parse Error EOF in String Detected ooooooccinccincinoninonoonnooncnnnconoco nono nooo nooo noon nono nonnninos 132 Unable to install on a Win NT or 2000 system ooooconccnccocoonconnconocononnoco noc nnon nooo nono nonnnonn rra nrnnrannnrnnnnns 132 Moving Database from One Location to Another cccccecsecssesscesscessceseceseceseceseceecaeenecneeeeeeneeess 132 Installing MyBiz Files to Another Drive Other than Cs 00 eceseecesseeseeeeeseceeesecaeeeeceaeeeceaeeeeeaeens 133 APPENDIX C IMPORT EXPORT FILE FORMA Tooooncononnocnonnosocnnononnonnonononocncnnonocononocncoororononcosoons 134 APPENDIX D STANDARD TIME VS MILITARY TIME sccscssssosssssscssccsessccsscsessesssesessseseeees 136 APPENDIX E TIME CLOCK REMOTE TERMINAL QUICK STAR Teoononinconocnnononnosiocnossonincsocsooss 137 APPENDIX F USING THE NOTES COMMENTS EDITOR AND ATTACHMENTS 0e000 139 Right Click Menu Commands aonic ieiti isiti iri eiii 139 Using the Rich Text Edito nni ei n aR i 140 Adding Attachments to Comments or Notes ccscccssesssessseeseeeeceseceeceaecaecsaecaeecaeeeseeeeeeneeneree
141. sily remember but not easily guessed by those who know you A combination of letters and numbers no spaces or special characters at least 8 characters long will make a good password 1 2 A How To Ch 3 Getting Started To change the Admin password follow these steps 1 2 3 From within MyBiz go to Settings gt User Security Enter a new password in the Password block Then enter the password once more in the Verify Password block Click Save The next time you log in you may use the new password 27 mi Time Clock amp Neil Save As allows you Detail Attendance Records and Time to copy access rights Clock set access to specific program from one uset to features User Security another Screen To 5 A was Security Maintenance m lt gt gt i i Y gt First Previous Next Last Search For allows Search For Detail Attendance Records Time Clock Location Department searches by user Log In UserName UserLogin Created A po EET Supervisor ADMIN 2001 z ae Password Verify Password j Display Reminders Alarms Show Hints CY Cc ce Mls User Active Creation date ley c Employee Record Access Read Write Del Detail Read Write View SSN Yes Run Reports Yes Reminders Read Write Del Reminders Assign Global Yes Reminders Assign Usp Yes User Security Read Write De SP Read Write Del Read Write Del Dalffase Backup Yes Featu
142. sivscsassvssteenssedesstapvansaausvancsnesunesebusnavsedeavenssteveaasedupanens The following features are available on each report interface Feature Description Preview his allows you to see how the report will show hen printed Print Printer Setup his allows you to set printer options Help ak wW This prints the report T T his will allow you to view help regarding this screen Close his exits the report interface Grouping Options his allows you to group on Location and Display Options his allows you to display SSN Export Options T E Department T T his allows you to not export headers Ch 10 Using Reports 104 mi Time Clock Neil Employee Summary Report sccisccisces ccceccdeccdaccincsd ccasetdsndadetcnecnscdabeceunsstnccieentaecvedsvadars The Employee Summary Report is a quick overview of your employees showing SSN date of hire title active status and full part time status The Employee Anniversary Report shows the anniversary date of employees according to the selected date range Hours Worked Report arinianmaaianaronacano cis The Hours Worked Report shows regular hours overtime hours and total hours You may select specific employees by date range Ch 10 Using Reports 105 mi Time Clock SNeil Deleted Time Clock Entries Report sccscssccsscssscscsseses
143. sssvcntecssbscdssoussdeesensecossrsnessusctvestonsavesseves 9 UNLOCKING THE DEMO ccccssscccececeesesececececsenssececececeenesssecececeenesuaaeseeecseseuaaeseeececeesuauseeeeeecseseasaeeeeeees 10 SYSTEM REQUIREMENTS ccscsessscecececsesssseceeececsessauececccecsesasesecececeessaeeeeececeesesaeceeececeeeausaeeeeseseneasaeeeeeees 10 MAGNETIC STRIPE CARD SPECIFICATIONS cscssssccccecsessssscecececsesennsceseeccsenenseseeeescsenesaeeeesesesensaaeeeeeeseeenees 10 TIME CLOCK ETHERNET TERMINAL sscsceccicetessecstesteeisetvessoctesseeavedsiecddecessdevdeedecdeecveetecctecsccdsvsseaetteeddsdeevesete 11 INSTALLING MYBIZ TIME CLOCK ccccccccccessesssssceeececsesssecececeesesessecesceccsenesaseceeecseseasaeseeecsesenssaeeeesesenenees 11 CHAPTER 2 INSTALLING MYBIZ TIME CLOCK eeeessesssosessooeesseoesesecsssoecssoceesseceesseeessseessooeessesee 13 OVERVIEW eros sce A Bose cae AS es ANNEN AE 8 sa 14 LICENSE OPTIONS 5 Suwa eSNG a Te ge ca eee LS Oe eaten Tage Cok wk Oh cada SRE REV On ACT Rae Be cae epee 14 FREQUENTLY ASKED QUESTIONS s s0 2a KARA ack oe hein han as 14 INSTALLING MY BIZ TIME CLOCK sonic cin dd canina 14 INSTALLATION TYPE xcs oo 6555 chee bore A nia 15 UPGRADING FROM A PREVIOUS VERSION cccccsssessscecececeenesccecececsenessaaeceeeceeseaaeceeeceesessuseeeeeecseneaaeaeeeeeees 15 Upgrading from Version 1 to Version 2 cccceecsesscsssceseceeceseceecseecaeecseeeseceneeeeeeeeeenseeeeenseenseenaes 15 MAGNETIC STRI
144. stor their time entries In Dut Board Access z Hire Gate 03 25 1996 Current Work In Out Board Access Swipe Card ID Schedule assigned for allows access to see allows use of rounding rules all none or loc dept magnetic stripe on board card with reader Ch 3 Getting Started 41 mi Time Clock amp Neil Creating Time Clock IA UU Follow me How To Time Clock Messages Screen Enabled This will show message when Clocking In Out Message Block Display message for __ second s how long the message will stay on the screen Displays employee photo and balances when clocking in out Follow me Ch 3 Getting Started To get to the Time Clock Messages screen go to Settings gt Messages This screen allows you to enter messages that employees will see when they clock in or out You may even set how long the message will stay on the screen To display a message type your message in the message block for either Clock In or Clock Out Message then click Save GE MyBiz Time Clock 2 Help Close Clock In Message Clock Out Message M Enabled v Enabled This message will be displayed to all employees This message will be displayed to all employees when they clock in when they clock out is is the IN message This is the OUT message Display Display message for 10 second s message for 0 second s Iv Enable Totals IV Enable Picture I
145. t will attempt to repair a corrupted database If the utility does not repair the database please save screenshots of the error messages and contact G Neil Tech Support Running the DB Maint Utility Whether performing monthly maintenance or attempting to repair the database you would follow the same steps to run the DB Maint utility Go to Start gt Programs gt GNeil gt Maintenance gt DB Maint After clicking on DB Maint click on Start to run the utility program After the utility finishes click Close to exit ee a oh Open the MyBiz program NOTE The DB Maint may take several minutes to run especially on large databases Please be patient CAUTION Running the DB Maint utility requires exclusive use everyone must be out of any MyBiz programs Any changes made to system during the running of the DB Maint utility will be lost DB Maint Screen E Database Maintenance lol File Help ABSENCECLASSES 3 Records ABSENCECODES 23 Records ABSENCEIMAGES 23 Records ACCIDENTS 0 Records ACCRUEASSIGN 324 Records Status Window ACCRUECUSTOM 59 Records ACCRUELEVEL 26 Records ACCRUEPLANS 11 Records ADDRESSES 104 Records ATCONHOURSWORKED 2 Records Errors with missing CODES records for field SALUTATIONCODE a Status of Errors he process will set PERSONS SALUTATIONCODE to null for each record with missing CODES records Start X Cancel Print
146. te socdessuscesoseasosvecceseute sechessascessetecessevvess 103 REPORT DIST A ics Ra eh eR cece Th cid 104 REPORT INTERFACE FEATURES esis 00d e e eves Se Gao bs Goes ata E 104 EMPELOYEE SUMMARY REPOR Tissot talar lA A A A ea 105 EMPLOYER ANNIVERSARY REPORT miesie niere e rE conveonaesve E EE EN TE cusnuteocbeebesvenveusvecies es 105 HOURS WORKED REPOR To seriens co A R E E E lA A A A E a 105 DELETED TIME CLOCK ENTRIES REPORT ssssssccccccscsessnsccecececsessnsccecececsensececeeeceessssaaeeececsesessaaeaeeececns 106 WORK SCHEDULES ASSIGNMENTS REPORT csessssccccecsesssseceeccecsesssnececececsenenseaeceecceesesssaeceeeesesensaasaeeeeeees 106 EXCEPTIONS RUNGH sii ac 106 EXCEPTIONS HOURS ut A a 107 TIME CARDS bd ONA AAE a a a le clarin seuss 109 TIME CARD RUNS REPORT iss siencscs roto it di A dt ees 109 TIME CARD RUNS EXTENDED veia A a 110 REMINDERS dd ac ro ruta o en li da tc ld ade A adn a dl 110 TTAB AGES A A ET e E cl e dt o et con Nile nok ed 110 E REN 111 A RS RR ola EEEE 111 PHATE S TOC a e Pont Reta A dees Po tetas ti o Bids iad de etnia on tetra Pane ot At We 111 LabelAdjustiments a RE lio e 112 TABEE SISTING S235 E EAE EEE ad A Bae Ta e e dt a ti ol o eats 112 CHAPTER 11 DATABASE MAINTENANCE csssscssssscccssssccecssscccssssccecessaccecssceccecsceecsssccecsssece 113 BACKING UP vicios A A SS Seed dd i vee Sas ee aes aba Scns Sas 114 Creating a manual backup from within MyBi1Z cc ceesesssesecseeeecee
147. three 3 times and then display the Offline message Hold down the S1 amp S2 keys and then press the IN key to enter the configuration mode A menu will be display press the 2 key to modify the configuration parameters The default IP address will be displayed In most cases the default IP address 192 168 168 50 will have to be changed Use the keypad to modify the IP address value and press the Enter key The default network mask will be displayed next Change this if you have a network mask and press the Enter key The other setup parameters are presented one at a time on the terminal display Press Enter until you get to MODE Change the Mode parameter to 2 The default values for the others should be valid for most applications and can be accepted by simply pressing the Enter key 137 mi Time Clock gneil Appendix E 7 When all of the setup parameters have been entered the terminal will return to the configuration menu Press the Enter key to exit the configuration mode The Offline message will be displayed 8 At this point the terminal can be powered down and is ready for installation Installation Once the Time Clock Remote has been configured it can be installed on the network 1 Connect the terminal RJ 45 to a 10 100BaseT Ethernet hub or switch with a standard Ethernet cable 2 When power is applied one of the network status LED indicators sh
148. ting Exporting Data 119 mi Time Clock amp Neil OV GF VIOW PA o casa dan cataunubadsaletanes ch caeunascusa Ceampacacstnsmaa cess eaeneecabine The import function allows you to add new data from a text file into the MyBiz program Conversely the export function allows you to export data from the MyBiz program The software that you export your data from must be able to export the required information to a Tab delimited or fixed length text file See Appendix C for the required import fields Please note that we cannot provide support for other software program s Please contact the software vendor or manufacturer for more information on how to export data from your other software 2 Import Data P Load File Test Import Screen Import File 1 C Desktop E xport tst 2 File Type Skip First Line No ost 44 9210 McCall 11111 0111 Adams 151 44 9045 Woodward 176 28 8931 Clifton Tab Delimited Check Duplicates W V First Name V Last Name Y SSN Y Emp ID H lt a gt Lal First Prior Next Last MiddleN ame Tracy Neil Kristies Kelly Features noni isda ca sucdevccvestvccsccetcevescvesvoacvssveescseseesccvaesvecveseveoecssuccsesdescvecseicss Feature Description Load File Loads the selected file into the data window Test This tab will not highlight until a file is loaded This checks for blank records and ensures that the department and location names t
149. tion This allows you to set the time to display in military style or 12 hour style In Out Board Settings a Enabled This allows the user to view the In Out Board from the main screen b Display Time This will show the clock in out time for the employee c Require Login This causes the In Out Board to require a login and password Time Display Rate This causes the main clock to be viewed in seconds or minutes Attendance Code Sharing See Chapter 4 Setting Up Attendance Code Shating for detailed information If you have MyBiz Attendance installed the following options will be available a Enable Code Sharing This will allow hours worked and paid time off codes to be shared between MyBiz Attendance and Time Clock For example if a code V for Paid Vacation of 8 hours is entered on the Calendar in MyBiz Attendance this time will also be entered into MyBiz Time Clock as a manual time entry of 8 hours Ch 3 Getting Started 35 mid Time Clock ZNeil Feature Description Attendance Code Sharing Cont b Enable Hours Worked Transactions Relation Enable Code Sharing must be checked for this option to be available This allows the W code Hours Worked entry in MyBiz Attendance to be entered as a manual time entry in MyBiz Time Clock c Reported Payroll Description Columns Reason Code Payroll Code Description Related Attendance Absence Code N
150. tment Tab from Settings User Security Detail 2 Click on the plus sign next to Locations Departments and next to the location and department name to expand the list 3 Click in the box next to the location and department name to select access to these areas This will put a checkmark in the box Click in the box again to unselect an area 4 If you have already entered your employees in the program and assigned location and departments to them when you expand a department you will see all the employees assigned to that location department combination You may then select access to individual employees at this point by clicking in the box next to the employee A NOTE If you haven t entered your employees see Employee Detail into the program A you will still be able to assign access to a location department combination but not eS down to the employee level You may later assign access down to the employee level Note after you enter your employees and assign a location department to them 5 Click Save Once you have followed the above steps the user can log in with their login and password with their assigned access rights i Tip You may click Save As from the User Security screen if you already have a user K with access rights you want to copy and give to another user The selected user must be Tip highlighted first Ch 5 Setting Security Rights 62 mi Time Clock amp Neil Chapter 6
151. to day operations Chapter Contents OVEIVIEW as 72 Feature Column nvidia dnd din 72 Time Clock Entries iria cidos 73 In Out Board cuncanacucniakira nh ned ahead adie 77 Adding a New Employee eoccnccincnconononininincnnnonononcncnranonononononononinnoss 78 Deleting an Employee cccccicininicanccninonancnrananononcncnronononononononccnononos 79 Giving Employees Access to Clock IN ooionnininconininincncniononononsos 79 Employees Not Rounding On the Correct Work Schedule 81 Ch 7 Managing Employee Records mi Time Clock amp Neil OVCEVIEW a AVOLAR lA AN ia There are two main levels of security to MyBiz Time Clock Employee Level and Manager or Administrator Level Employee Level Access This only allows access to Clock In Out and access to the My Time Clock feature which will allow individuals access to their time card histories This also will allow them to create new time entries edit existing entries and or delete their existing entries Access to the In Out Board may also be given See Chapter 3 Employee s Time Clock Access for setting up access rights on page 41 Setting up employee level access consists of setting up access on the Time Clock Access screen Manager Level Access This will allow managers access to selected employee time card entries They may create edit and delete entries for these employees They ll also have access to the In Out Board Managers at least may have access to everything or
152. tom for the Installation Type For the next two screens Program Files and Database Files Location click Browse to choose where to install them 2 Stop at the point where it says FINISH Do not click on it Leave the install window open at this screen Open Windows Explorer and go to the Windows Temp directory 3 From the Windows Temp directory locate or do a search for IBWin32setup exe 4 Double click on this file to start the installation process This will install the database engine files Interbase and give you the ability to install these files to another drive other than C 133 mi Time Clock amp Neil Appendix C Appendix C Import Export File Format You may import and export only the fields on the Field Layout page There are two different formats that you may use Tab Delimited and Fixed Length For a Tab Delimited format you may use any program that allows you to save as Tab Delimited Excel and Access are two that will allow this This is the easiest format When entering your information into a spreadsheet such as Excel you will need to follow the order of the field names according to the Field Layout page For example the columns should have SSN first then Last Name First Name etc Also you will need to leave a blank column for any fields that you will leave blank For example following the format on the Field Layout page we create a Tab Delimited file with the fields SSN Last Name First Name
153. ts work and clocks in at 8 PM on Monday night He gets off work at 4 AM on Tuesday morning but forgets to clock out A manual time entry is created for him punching him out at 4 AM the Work Date is of the previous date the actual date Josh started work The program knew that Josh had clocked in at 8 PM the previous day and since he had not gone over 13 hours between punches it counted the OUT punch to the previous date Editing a Time Entry Edit allows you to change an existing entry You must be given rights to have this feature Remember that the Reason for Change block is required and tracked Editing a time entry is similar to creating a new entry except you only have the choice to change a punch time entry Deleting a Time Entry Delete will erase the selected time entry and record the deletion All changes and deletions are recorded and tracked To view deleted time entries go to Reports gt Deleted Time Clock Entries Printing an Employee Time Card Print allows you to print an employee time card for the selected date range Getting Help Help allows you to bring up the help file for this screen Time Card Entries The time card entries have the following coding Feature Description Blue band A blue band designates the selected entry White band A white band designates an IN punch Teal band bluish green A teal band designates an OUT punch 68 mi Time Clock amp Neil Feature Description
154. uman Resources Department set up Miami IV Marketing New York IV Merchandisi None None Rapid City E Operations Seattle M Sales Fort Lauderdale I Human Resources I Marketing Y Merchandising F None Assign departments to each location Only those departments selected will show up under that location on the drop down menu NOTE Departments are assigned to Locations When setting up Locations and Departments for the first time a Location must be set up FIRST and then you may assign a Department to that Location Setting up Locations and Departments To create your Locations and Departments follow these steps Click on Locations and Departments from the Settings menu lick Locations then click New nter the Location name k Save EE Qa a k New again to create other Locations as needed ick the Departments then click New nter the Department name lick Save a a Qaqamaqaqogqaorna lick New again to create other Departments as needed pa gt After all locations and departments are created click the sign next to Location in the right pane 11 Assign departments to a location by clicking in the box next to the department Ch 3 Getting Started 29 Mb Time Clock Neil o NOTE As you add more locations and departments yow Il see that each location has ALL of the departments that you ve created However only those departments that you assign to a location will
155. ut Board will refresh itself if the Auto Update feature is checked otherwise clicking the Refresh button will update the board In Out Board Screen oN aay In Out Board In Out Board Sfmt E e pl 1 a T Auto update every 5 minute s iv v Fine i Name Status 0 Location Department a IN am Denver Sunning Who s In Who s Out Status Bar As of 9 30 2003 2 23 36 PM Total 4 Feature Description Auto update every __ This allows you to set how often this board should minute s update for you Note This is not a live board and will only be updated by the Auto Update or pressing Refresh In Out Employees This allows you to see employees who are In or Out ata glance Refresh Clicking this button will refresh the list Help This gives you help regarding the current screen Color coding a Green denotes employees who are clocked IN b Teal bluish green denotes employees who are clocked OUT Administrators can have access to view all locations and departments or only specific locations and departments depending on their security access rights Employees may be given access to all locations and departments or their specific location and or department or no access to the In Out Board See In Out Board Access under Time Clock Access Ch 6 Clocking In Out 70 Mybi Time Clock gneil Chapter 7 Managing Employee Records This chapter covers using MyBiz Time Clock for day
156. w from the Time Clock Entries screen will give you the New Entry window with the following options Time Clock New Entry Type Selection x Please select the type of entry you want to create After clicking on New you ll be given the choice of Clock In Clock Out or Enter Hours Selecting Clock In Clock Out will allow you to enter a manual punch entry just as if an Clock In Clock Out employee had clocked in or out For example you may enter a manual punch entry of 05 15 PM for a specific date G Time Clock Change Time E Current Time Clock Yalues Date 07 07 2004 Punched OUT Time 05 15 PM Reason for Change New Time Clock Values Date Punched 07 07 2004 y four ad Time Work Date 05 15 Pm y 07 07 2004 y _ Ch 6 Clocking In Out 66 mi Time Clock Neil Feature Description Reason for Change A Reason is required for Creating a Manual Time Clock Entry or Entering Hours for a Date See Settings gt Reason Codes in Administration screen Date This is the date of the punch entry Punched This designates In or Out of the punch Time This is the time of the punch entry Work Date This is the Work Date that the punch refers to See Date Vs Work Date below for more info Comments Comments are not required but may be helpful when reading a reason at a later date Ch 6 Clocking In Out Selecting Enter Hours will allow you to g
157. y 05 15 2004 pi F Austin Bily 5 I Cion Kely I Dawson Renee I Handy Ed T Kar Matthew I Kleiner Randy T Makowski Deborah T MoCala Tracy I MeDonald Chis I Opel Stephen z I Osbon Wanda gt Y E r Kelly Clifton Supervisor Billy Austin Supervisor Renee Dawson Supervisor I Peck Cathy ites acant F Richards Robert sei Reminders Picea Ke Supervisor E I Use Date Filters From Through Ei a gt I Show Resolved IV Show Unresolved Employee Neil R Adams Hire Date 03 25 1996 Reminders Tool Bar and Pane Layout Tool Bar Active First Prior Next Last arrows navigates through selected reminders New Creates a new reminder Edit Allows you to make changes to a reminder Save Saves reminder Cancel Cancels current changes Delete Deletes selected reminder Print Lets you print the Reminders report for selected employees Help Brings up help for this screen m Pane Layout Reminder Date Date reminder should first display Title Heading of reminder Resolved Checkbox displays checked for resolved or unchecked for open unresolved Employee Name Displays name of employee that reminder is associated with User Displays name of user that reminder will display for Description The purpose of the reminder shows here m Filters User Allows you to view reminders associated with specific users must have access to Remind
158. you to filter on specific days Exceptions QUES ns The Hours Exceptions Report allow you to report on hours over or under by day week ot month This report can be used to monitor which employees may be near overtime NOTE Employees must be assigned to a Work Schedule with the daily hours set up to properly view this report Ch 10 Using Reports 107 Mbi Time Clock Neil Hour Exceptions Report Pane Ch 10 Using Reports MyBiz Time Clock File View Settings Report Help Time Clock SB Employee Detail In Out Board Reminders Reports Time Clock Access Time Clock Entries Time Card Runs Employee Select Browse TreeView Search by Last Name m4 Pm MH Sorted by L LastName First Name a F Austin Billy F Clifton Kelly I Dawson Renee I Handy Ed F Kan Matthew F Kleiner Randy I Makowski Deborah I McCalla Tracy F McDonald Chris I Opel Stephen I Osbom Wanda F Peck Cathy I Richards Robert Kristies Recent Hour Exceptions Punch Exceptions Time Clack Access Time Clock Entries v gt Employee Neil R Adams Preview Hour Exceptions E N ti Printer Custom Help Report Date Range From 09 21 2003 To 09 27 2003 Time exceptions in hours TF ForDay Total Hours Over I For Week I Total Hours Under T For Month Work Schedule s I Filter on Work Schedule s z 1st Shift 2nd Shift 9 00 5 30 3rd Shift 9 30 6 00 Generic 15 min Ge

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