evoClock User Manual
Contents
1. This customization capability allows for a variety of results to be produced and can best be understood by simply trying the different 25 options until you get what you are after Downloading Activity Files Activity files can be generated momentarily to interface with many payroll software packages Creating the file is accomplished in the Download Activity Files link listed in the reports menu Download Punches Fer advanced users This function lets you download your punch data into a file format that is readable by your payroll procassing campar or accounting software C CS Summary more info Dne line For each pay item per employee CSY Detail more info One line For each punch in amp out C Custom Typa iha forma code File format Some of the most popular ones we suppor ar chs i cybenpay erciution Mango re mot MER Onni Dayco Paye paypiis paysuile Oapsuiled paysutel epsuilek caysuitet _ ee File format Continue entry box Illustration 4 3 By entering the appropriate file format into the entry box a predefined set of fields will be selected and made available for import into other software packages Note If you cannot generate the appropriate file format contact your service provider If the desired file format does not already exist in the system it can be implemented once the proper documentation is provided Daily e mail reports You can have an e mail sent2. PAY DATA Working for you Table of Contents PRODUCTION siessen ae Ta aa Page 4 How to set up your new Clock Terminal 5 Page 5 How to use your new Clock Terminal 0066 Page 8 Getting to your payroll records online 004 Page 10 Editing your payroll reCOrds cceceeeeeeeeeeeeees Page 12 PODOMING oes ee ee Page 16 I OUBISS NO OTN acces sae nc cascosons ce dacvevercenen tl leeudees Page 19 Notes INTRODUCTION Thank you for purchasing the PayData EvoClock The service and clock terminal will save you time and money as you operate your business Note Read the installation instructions before you begin using the unit or attempt to connect the system to its power source and phone line The clock terminal is very simple to setup and should have already been activated by PayData This guide will show you how to start using the system immediately Once the clock is installed and activated there is rarely a need for additional maintenance Your system should include the following The Card Reader Terminal An AC Power Adapter A Telephone Cord Mounting Instructions and Hardware This Manual NNN N Y Time Saver Once your clock is connected to the power supply and phone line press the 9 key on the keypad This will force your clock to connect to the server and receive its initial setup information SAFETY RECOMMENDATIONS Follow these guidelines to ensure g
3. Missed Punches you MUST return to the Unprocessed Punches screen and click the prompt here to process the punches and assign them to time cards Otherwise the punches remain in an unprosessed state and will not show up on the time cards or any of the reports Viewing and Editing a Timecard You may access any previous pay period in the indefinite history archive by selecting the link click here for more pay periods Time Cards Select a pay period C 40 16 2003 thru 10 10 1 2003 thru 10 15 2003 C 9 16 2003 thru 9 30 2003 C 9 1 2003 thru 9 15 2003 9 16 2003 thru 8 31 2003 C 8 1 2003 thru 8 15 2003 7 ka Show ONLY missed are illustration 3 1 To view or edit time cards information begin by selecting a predefined pay period or from a selected date range Once a pay period is designated choose from the employee list to view an individual time card This is where all basic viewing and editing will take place Begin editing a punch by clicking on the edit link or click the date to make a pay change or override 20 Sanity Haeny Vise Scikbar 11 503 Tere i E Tires tte Cut Miers bunch Mina wigi wA kar gt elena ny i T Bereta iomorro Carti Fave Eag Illustration 3 2 Note An Audit log is maintained of original punch data date time login ID and IP address of the person who edited the punch Here s what you ll see on the edit screen R
4. Payroll amp Timekeeping Online 10 23 2003 Current Period staring 10 442 Previous Period ended IOI Reporting AX other periode Online Derma Reports Administration Employee Setup Log Out Remember You can print any eport you see by are on the report and choosing Pri Illustration 4 1 Our web site offers several ways for you to receive payroll reports from the system You can Retrieve reports online and print them at any time Request that a daily e mail report is sent to you or other supervisors every morning The report can contain information about your entire staff or the system can filter the report so that individual supervisors only see information about the employees they re responsible for Request full color Excel spreadsheet reports to be sent to your email address for record keeping purposes 23 To access the Reporting section simply select the Reporting link from the Main Menu The Main Menu will disappear and the Reporting menu will appear in its place on the left hand side of your screen Online reports There are four types of online reports you can retrieve from the system Online Summary Reports This gives you total hours worked total gross wages and type of pay for each employee This does NOT include a listing of the in and out times worked but rather just the totals This report can be used to determine the total gross pay for eac
5. Stored Procedures indicate that an employee is not yet setup in the system and is Change Your Password using the clock To resolve these Terms of Use punches click the unprocessed Log Out punches link and assign the punch Illustration 5 1 View Payroll Settings A display of the settings under which the clock is rooted See your payroll provider to adjust settings Stored Procedures A few extra administrative tools are executed with this module Delete employee delete many employees download unlock retro lunch Change Password Your login ID and password can be changed at any given time Terms of Use Documentation on the functionality and liabilities of payroll information and the use of the data stored by the system Time Saver You will find that working with your service provider to identify all the issues you will be facing well in advance of processing your first payroll using the data obtained from this will save many hours of error chasing Reviewing your payroll settings verifying transmission of daily data and general familiarity with the systems operation should all be a familiar activity prior to attempting to integrate the system information with your payroll process 28 TROUBLESHOOTING How do you determine why something isn t working even if it worked before It s not always easy to be sure but there can be a method to the madness of troubleshooting Some basic steps you can take during the pr
6. The clock will display CLOCK OUT followed by the date and time at which you clocked out TO CLOCK OUT USING THE INTERNET 1 Follow the same procedure as used when clocking in Use the adress given to you by your provider for accessing the page Remember you will need your ID NUMBER and WEB PASSWORD CLOCK FUNCTIONS Making the clock transmit manually The clock stores in its memory all of the punches during a single day and sends them to the server by automatically placing a phone call at a predefined time usually around midnight Because of this you will not be able to view employee activity online until the server has received the information from the clock terminal Note You will not loose punches if the clock was unable to transmit the prior day s events or if the power is temporally disable All punches will accumulate until they are transmitted Pressing the FUNC ENTER 2 key will display the clock s current memory It is possible to force the clock to dial the server and transmit punches that are currently in the terminal s memory You can do this at any time by pressing the 9 TRANSMIT key on the keypad Once the terminal has successfully transmitted the punches can be viewed online Using clock prompts You may activate custom prompts to appear on your clock terminal to request information from employees at clock in or clock out These prompts must be setup by your service provider Prompts can
7. 4 x Netscape bundles all web site cookies into one file This file cannot be edited If you wish to remove one cookie you must remove them all by deleting the cookie file 1 Locate the Netscape folder on your hard drive usually located in c Program Files Netscape 2 Double click the Users folder within the Netscape folder 3 Double click your Profile Name folder this will usually be your username 4 Click the cookies txt file once to highlight it then click the File menu and choose Delete 34 How to enable cookies Windows Internet Explorer 5 1 On the Tools menu select Internet Options 2 Click on the Security tab select Internet and then click on Custom Level 3 Scroll down to the Cookies section and under Allow cookies that are stored on your computer click to select Enable 4 Click OK and OK again How to enable cookies Windows Internet Explorer 6 In Internet Explorer on the Tools menu click Internet Options Click the Privacy tab and then click Advanced Move the slider up or down to select the level of security In addition to using the slider you can override cookie handling clicking the Advanced Privacy Settings window and checking the box marked Override automatic cookie handling Click Accept Click Always allow session cookies Click OK and OK again ROD N O1 What is a Proxy Server A proxy server is a server that sits between a client application like
8. Defs it Par Rate uo sit Pay Bate 1 spo ARP Rate 2 alt Pay Rate 9 ooo Card urbar 1 Cand Mumbar 2 P eb o aae Illustration 2 2 The system requires at least the Last Name First Name Card Number 1 and or SSN of the new employee Make sure you include all the digits from the back of the badge card 16 To save your information select the Save button at the bottom of the screen more information on field definitions and requirements is located below Note The Employee Setup Screen is used to make changes to your employee information as well as ADD employees To print a list simply select the frame which lists employee names and click on the picture of a printer in your browser Manage Employee Information The Employee Setup screen serves as both a navigator and an informative tool Ja change how the anphyse list DOIS select 3 C Pay Rate 188914793 186870482 185370458 186370479 188899195 30 mins after 6 hrs 166570487 30 mins after 6 hrs 188370490 30 mins after 6 hrs 186870409 30 mins after 6 hrs 188370500 30 mins after 6 hrs 186814792 30 mins after 6 hrs rc z E S p E a r Check All Clear All Work with selected employees Illustration 2 3 To customize the screen which contains the snap shot employee information use the drop down tool bar for both viewing and printing purposes To work with an individual employee s specific information click on the employee na
9. assumes partly because everyone s system is different and the browser has to make assumptions and often does this poorly 24 Excel reports Our server can automatically generate presentation quality payroll reports that can be opened using Microsoft Excel These reports are not suitable for printing but they are ideal if you wish to keep your payroll records on your computer in an organized well presented electronic format Select the Excel Word Summary Reports link from the Reporting menu You must enter an e mail address to which the report will be sent It will arrive in your e mail box as an attachment to a message Our server generally sends the reports within a few minutes but it may take longer depending on the server s activity load Labor Code reports In the Main Menu you can access the Labor Code Reporting link which provides a customization window for identifying specifics to your report Illustration 4 2 Of 28 2008 thru 10 11 2003 fye Shena Mi hyw an ge B gap OF en ipiis par lher Sire Abbot Cassandra e Allemployees in ama home location Mo Location C ABI employees in one home No Depatman Sort BiretitryeS Di Empioves Home Start a new Dage Normally no exe page hacke By Labor Dode want the nfonmation Stroy totals for hb codes aned by mach empo vet Punch Detal Sete a Pel ine pene de Additional Options F Stu wages too stark over Submit illustration 4 2
10. in the terminal s memory but the server does not recognize the terminal s serial number As a safety precaution the clock will not set up and the punches will not be deleted Contact your payroll provider for assistance Tip You can monitor the status of a call by listening in on the other port with a telephone connected to the extension Setting the date and time The server automatically sets the date and time on the unit If the time is wrong press 9 on the keypad to make the clock transmit and it will resynchronize Daylight savings time and leap years The server automatically adjusts the clock for daylight savings time and leap years It also ensures that employees working during a daylight savings time change are properly accounted for This is done by the server and works regardless of what time was displayed on the clock s screen when the punch was made SPECIFICATIONS Hardware Microprocessor Physical Height Width Depth Shipping Weight Environmental Operating Temperature Storage Temperature Operating Humidity Power Voltage Z80 CPU 1 5 in 88 1 mm 5 6 in 142 2 mm 6 0 in 152 4 mm 2 2 lbs 1 0 kg 0 to 40 C 32 to 104 F 18 to 70 C 0 to 158 F 20 to 90 non condensing 120 VAC 60 Hz HOW TO USE YOUR NEW CLOCK SYSTEM Punching in and out on either the internet based WebClock or the hardware based terminal is a quick and easy process for employees Befo
11. the keypad Message NO ANSWER Try transmitting again Tip You can manually transmit data at any time by pressing the 9 TRANSMIT key Plug in a regular telephone handset and listen in on the call Check to see if the phone call that your clock terminal places goes through or if you receive a telephone company error recording Message TRANSMIT ENDED LOST COMM W HOST NO ENQ FROM HOST BAD RX TX COMMUN CANNOT CONNECT Try transmitting again Ensure that nobody is trying to use the phone line while the clock is transmitting Problem BAD CARD INVALID MGR CARD Message These messages are displayed when the card reader can not recognize the card being used For example you will receive this message if you try to swipe a credit card or some other time card that is not compatible with the system If you receive the message INVALID MGR CARD this means that the clock is expecting you to swipe a manager s card OTHER CLOCK TERMINAL ERROR MESSAGES If you see other messages please contact your payroll provider for support 31 INTERNET BASED Error Messages Your computer is used to access many of the system utilities and it does so through a network connection with the World Wide Web Problems accessing websites If you are connected but cannot access websites Are you able to get to other websites that are not in cache i e pages you have not been to before Reboot the computer re con
12. the names in this occount ote real and all of the clock data is and Illustration 1 1 The Main Menu to the left will navigate your operations and a pay period list to the right is used in specifying a time card to be viewed or edited for any work day Operating your time and attendance system has four basic functions Viewing or Editing a Time Card Manage Employee Setup Reporting Downloading Activity Files NUNN N Viewing clock activity Once you ve reached the Main Menu you will use the list of options on the left hand side of your screen to begin One option is Time Cards Your account should have already been identified prior to delivery so the server should already know your companies pay period beginning and ending dates If this is not the case please contact your service provider immediately The right side of the screen should display a list of pay periods for you to choose from If you re just getting started you may notice that only the current pay period is shown Select the pay period you wish to view If your employees have already been identified in the system Select the Show Activity button and a list of all the employees will be displayed on the left hand side of the screen You can select the employee name on the left side of the screen to view their time card If your employees have not yet been identified in the system You will likely see a message on the right hand side of the scr
13. to you each morning with the previous day s payroll activity The daily e mail will also warn you if for some reason the clock is not transmitting to the web server To receive your daily e mail simply subscribe using the E mail Report Subscriptions link in your Reporting menu Subscription is free subscribing simply means that you are requesting the e mails to be sent to your email address If you wish to terminate your subscription return to the E mail Report Subscriptions link and unsubscribe You are allowed multiple subscriptions on your account and each 26 subscription can report on a different set of employees To add a new subscription 1 Select the add new link on the menu 2 Enter the e mail address to which you want the subscription sent You can also enter an optional filter If you do not enter a filter the e mail will contain all of the employees in the system The filter lets you sort through the employees based on their default department or location which is determined in the Employee Setup screen If you d like to see what the daily e mail looks like by having one sent immediately to your mailbox there s a link you can select on the top right panel of your screen that says Click here to send one now DALLY PEPORT fer Onine Dee Tor 10223 0003 Reporte cus 10 23 2009 i2 24 306 PX EXECUTIVE BOMMART PAYROLL TOTALS SO FAR THIS PAY PERTOO Total Exolovers vit pay beuse withia ony ser
14. worked for the day can be set to trigger the automatic lunch deduction e g 45 minutes after 5 hours worked Auto Lunch Hours Indicates requirement for how many hours consecutive e g clocking out would reset the hours that must be worked before automatic lunch minutes are deducted Web password Setting a password permits an employee to both clock in by PC and view their timecard Clocking in and out is restricted to certain PCs however viewing a personal time card can be done at any PC with Internet access Employee Code A Separate ID number entered here can be included in reports Card Number 1 2 3 Clock in using any number sequence from 1 to 8 digits requires Manual Clock module activation Round to Schedule Operates as a day to day standard set schedule Round an employee s activity to designated scheduling times Terminate an Employee In the Employee Set Up Edit screen click on the employee s name End Date Date entered acts as a termination date for an employee s activity and employees with expired termination date are moved to the inactive list where employee s activity records are saved Additional Options Offers an employee a union label if needed for payroll software Individual overtime rules can be applied to an employee Deactivate OT rules Overtime hours after 8 hours worked in a day Overtime hours after 32 hours in a week Unprocessed punches A special screen on our web site where we put punc
15. 188952 Internal Error Occurred Error Message Using Internet Explorer 36 Clock Terminal Quick Reference Guide GIOCK IM cts ete E E Page 8 COCKE oie eee E Atanas Page 9 Tran SiitDatanrres ssc teks mas eetectccnatanigettee Page 9 Glock FUNCIONS 02 aceutonee eal Page 10 TrOUDICSNOOTING eeeeeeeeeeeeeeeteeeeeeeeees Page 19 NOICS afta tnt EEA T Page 22 37
16. a web page will be displayed This is done in your browsers options tab Routing Problems Problem Computer connects but cannot load web page If you receive page cannot be displayed or server cannot be found errors you should first verify that you are connected to the Internet Check the Windows system tray the area by the clock with icons for the connection icon The connection icon should look like two monitors These monitors blink when information is sent and received over the connection If you have verified that your computer is connected to the Internet but you are still unable to load any web pages or check your email try checking your DNS domain name server settings Windows users should be able to set their dialup to obtain the DNS settings automatically from their network servers If this setting is not working you can set your DNS servers manually Note Do not set the DNS in the Network Control Panel TCP IP properties Be sure there are no settings in there before setting the DNS the Networking connection Caution Before you change any computer settings disconnect your connection and consult with your network specialist Internet Explorer could not open If you are receiving an error message that Internet Explorer could not open please see the following Microsoft Articles 1 Q153967 Internet Explorer Error Message Could not Open 2 Q174722 Internet Explorer Cannot Open the Internet Site 3 Q
17. be used for collecting information Quick reference guide to clock functions To change the dialing On Sh Kecarscs vecessresa cons exawesivestect amereessseuereiace FUNC 1 To view the terminals memory ccccceeeeeeeeeeeeeeeeeeeteeeeeeeeeees FUNC 2 To View the Site MAMC eeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaeees FUNC 21 To view the dialing SChedUIe cceeeeeeeseceeeeeeeeeeeeeneeeeees FUNC 22 To view the number being dialed eceeseceeeeeeeeeeeees FUNC 23 TIMEKEEPING RECORD MANAGEMENT To access the information collected by your new time clock simply use your Internet Browser to connect to the appropriate web site contact your payroll provider for a web address Once you ve successfully connected to the web site enter the login ID and password given to you If you do not have this information or if you have forgotten them contact your service provider for assistance Note You must have Supervisory permissions to access most of the following information Contact your Service Provider for details The Opening Window The site operates in two separate frames The frame positioned to the left hosts all administrative and navigational options and the frame to the right deals with all viewing and editing procedures see illustration 1 1 7 ANA tru 5 10 er 9 43 2003 hiru 4 26 2003 3 PQ RIOR A wy Enor your awn date range C thru gt is is a demo account 2 Of
18. e the Social Security number may be needed to process your payroll If you provide the employee s department code or location code reports can be customized to show total labor expenditures based on department or location To identify your employees to the system select the Employee Setup link located in the Main Menu on the left hand side of the screen See illustration 1 1 under the Administration link The first time you access this screen you will notice a series of checkboxes at the top of the screen along with a Show button These check boxes are used to filter your employee setup screen Select the fields you wish to view then select the Show button A list of your employees appears along with an Add New link located just below the Employee Name field If you re just getting started you may notice that the Add New link is your only available option i 4 Enrployae Name Shay Calurie Hide Coluron Sony Column Mowe Colurin Lat Reset Columns Mowe Column Right eg 555121234 565121235 555121235 565121237 555121238 Illustration 2 1 Selecting the Add New link will direct you to the New Employee Data Entry screen Employee Nare Shaw Cstumn Hide Calum Sou By Colum Hows Colurnn Lett Peeet Dolumns Move Column Fight lactis e Tite D rartirent Lacaton curves i es f Home 2 S He F a l bed og Start Date maon Ends i usto Lunch Minutes Sopa it
19. ecord Date This is the date on which the time will be credited This can not be changed Record Type With this you can keep track of additional pay categories For example you can track paid sick leave or paid vacation by selecting Sick or Vacation Your account may have other pay categories set up that don t show up in the Punch Editor screen shot The time clock however will only create records of one type Regular OT Record Data This is where you enter the times hours or pay associated with the record You can either enter a time in time out and lunch period example 8 00 am to 5 00 pm minus 30 minute lunch OR you can enter a raw number of hours example 8 sick hours OR you can enter straight pay in dollars example 100 bonus Pay Rate Override This function is provided as a means of manually overriding default conditions for a specific day s record Exception Approval In a one time event where an exception is generated and needs to be tracked the check box can be used to help identify this records condition 21 When you re done editing punch data you can either Save it Exit without Saving or you can Delete the record Caution If you wish to delete the punch you ll need to select the check box to confirm the deletion This is a safeguard in case you select the Delete button by mistake Note the Exit without Saving selection will undo any changes you made to the punc
20. een suggesting Unprocessed Punches This means that punches have been attached to your account but the employees and their card numbers have not been entered into the system We ll show you how to use the Employee Setup and Unprocessed Punches screens in the EDITING YOUR RECORDS section below To print the time card Use your mouse and right click somewhere on the time card where no text is displayed A menu should appear which provides a Print option Select it from the menu To make changes to a time card Next to each time entry there is an 13 Edit link Simply select the link next to the punch you wish to edit If you would like to add a new time entry select the Date link on the left hand side of the time card see illustration 1 2 Illustration 1 2 Date Sun 7 6 Mon 7 7 3 05p Tue 7 8 3 04p Wed 7 9 3 05p Thu 7 10 3 25p Fri 7 11 3 04p Sat 7 12 5 Total hours clocked week of 7 6 to 7 12 40 34 Sun 7 13 Mon 7 14 6 27a 3 06p 30min 8 15 Tue 7 15 6 27a 3 17p 30rnin 8 33 wed 7 16 9 48a 3 19p 30min 5 02 Thu 7 1 6 30a 3 01p 30min 8 02 Fri 7 18 6 33a 5 24p 30min 10 35 Sat 7 19 S Total hours clocked week of 7 13 to 7 19 39 87 A 79 87 Regular hours at 6 75 hr 539 12 0 34 Overtime hours at 10 13 hr 3 44 Illustration 1 2 Note An Audit log is available in order to view an original punch time the date time login ID and IP address of the per
21. efix before placing an outbound call The same situation may apply to your clock terminal You can cause your clock terminal to dial extra prefix digits by entering the following commands once your clock is connected to a power supply and displaying the time and date 1 Press the FUNC ENTER key then press 1 on the keypad 2 When prompted to enter the password enter 123662 then press the FUNC ENTER key 3 When prompted to enter the new prefix enter the digit s such as 9 that must be dialed to access an outside line then press the FUNC ENTER key Note When programming a dial prefix you can insert a two second pause between the dial prefix and the number to be dialed by adding a hyphen character to the dial prefix To add this character press the 0 key followed by the ALPHA key after you have entered the digit s that must be dialed to access an outside line Tip If you wish to remove the dialing prefix simply press the FUNC ENTER key when prompted to enter the new prefix Will connecting the clock terminal cause me to incur any long distance fees No Your clock terminal connects to the server by means of a toll free number You should not incur any toll charges from the use of your clock terminal The costs for using the toll free number are included in the monthly service fee Transmitting your clock terminal for the first time You must make the force the clock terminal to transmit to the server at leas
22. eneral safety Keep the clock area clear and dust free during and after installation Keep the unit away from moisture and do not perform any action that creates a hazard to people or makes equipment unsafe Warning To avoid electric shock ensure that an adequate surge suppressor is used as part of the units installation to the power source and that telephone cables are disconnected when removing power from the unit The telecommunications lines must be disconnected before unplugging the main power connector Preventing Electrostatic Discharge Damage Electrostatic discharge ESD can damage equipment and impair electrical circuitry It occurs when electronic printed circuit cards are improperly handled and can result in complete or intermittent failures To properly guard against ESD damage and shocks a grounding device such as a water pipe or other properly grounded device can be used by touching the metal prior to using the unit Required Tools and Equipment You need the following tools and equipment to mount the unit and or connect it for functional use Number 1 Phillips screwdriver or small flat blade screwdriver ESD preventive wrist strap optional A nearby power source with optional surge suppressor A standard telephone line Make sure it is not a digital line NNN N Tip When mounting the unit to a wall don t forget to leave room above the clock for phone and power cables The cables may also req
23. f a phone line is suitable for use with your clock terminal try connecting an analog telephone handset not a digital multi line phone to the line If you hear a dial tone and can place an outbound call then you have found a line that is compatible with the clock terminal Connecting the clock terminal to a phone line Your clock terminal has multiple ports on the back for telephone lines expansion cables and an AC power adapter The clock can share a phone line with your office phones computer or fax machine because it does not answer inbound calls and will only dial out at a pre determined time usually at night to transmit the day s punches Power Connector Telephone Expansion Ports Line Jacks There are two ports on the back of the unit for phone lines You can use either one One must be connected to the phone line and the other can be used to chain in another telephone handset fax machine or other device This port can also be used for testing purposes Obtaining Technical Assistance For all customers partners resellers and distributors who hold valid service contracts the Technical Assistance Center TAC provides award winning technical support services both online and over the phone Contact the person who provided your with the unit for more information on where to call Accessing an outside line when a prefix is required Some phone systems require callers to dial a 9 or some other pr
24. h of your employees Online Detail Reports This shows a compact listing of when the employees clocked in and out and gives total hours worked Single Day Summary This shows a listing of who clocked in and out on a single day Typically you can t run this report until the day after unless you press 9 on the clock terminal keypad and force it to transmit the day s activities Labor Code Reporting If you re using labor codes to track your employees activity you can use this report to determine the number of hours and or dollars spent on specific jobs or in specific departments see below for more detailed information Filtering The summary and detail reports let you filter the employee data by department and location Using this option you can run the reports for a specific group of employees instead of all the employees in your entire company Printing You can print any report by right clicking a part of the report that does not have any text and then selecting the Print option from the menu that appears Tip You will want to use this method of printing reports instead of selecting the File Print option from your browsers menu because selecting that method will produce a hardcopy of your Main Menu and the browsers menu rather than the desired report Also color management when printing from a browser is a world of chaos Netscape is crazier than Explorer but neither one works the way your intuition
25. h record Editing Payroll Settings To keep the system as simple as possible we make all the setting changes for you The only things you can edit online is your employee information and their time records Contact your service provider if you need to make changes to any of the following Pay schedule biweekly semimonthly etc Overtime rules Rounding rules and or shift differentials Clock Prompts such as departments and tip prompts Tip Your service provider has recommended this system specifically because of its ease of use and functionality Although the system can handle a great deal of complex issues the information provided here is basic and contains the elementary building blocks for managing your timekeeping requirements You may find that more information is needed in order to handle specific issues in the system You should contact your service provider directly as they will need to be involved in all support conversations This is done specifically to ensure that no loss of data occurs or that configuration requirements are thoroughly tested and functioning as expected 22 REPORTING This system offers an assortment of reports each containing both standard and more specific information which you are allowed to personally customize From the Main Menu you access the list of available reports by selecting the Reports link Payroll amp Timekeeping Online 10 23 2003
26. here may be several reasons Check the error message and try the following to correct the problem Message WAITING FOR LINE Ensure that a working phone line is connected Make sure the line is not a digital line Make sure the line is available not in use Plug in a regular telephone handset and see if you can hear a dial tone Make sure no configuration changes have occurred such as newly added dial 9 or switch from analog to digital signal The system requires an analog standard phone line to operate properly The best method for testing your line is to plug a standard phone into the back of the unit using the spare port and simply dial the number the unit is trying to reach Tip If you need to see what phone number is being dialed to transmit your data simply pres the FUNC ENTER key 2 and then 3 To change the dialing prefix enter FUNC ENTER key 1 If this does not produce favorable results try taking the unit to another location which may have a different phone line configuration example take the unit home and try it using your regular home phone line 30 Problem PROGRAMMING ERR Message If you see this message this means that the terminal has experienced power line fluctuations which may have altered its built in memory Caution Contact your service provider in order to resolve this issue as soon as possible In order to safeguard any punches in the memory do not press any keys on
27. hes that were transmitted by your clock for employees that have not been set up in the system is called the Unprocessed Punches screen This way we can ensure that any rules that have been set up for employees in your account can be properly applied You have Unprocessed Punches Wie have reread Swipes on your cleck e fron tree carda that have natat bear ogrammed into cur stern Youll need to program thess emplowees and card numbers ni he system n rde to process these punches ard hare fem agpea on bine cath Once the cad cunbers have baen programmed you MUST visit the Unprocessed Punches rean and click the to process then iki tre Unprocessed Punchee sirean now 1b see whid card nurbere hara been Fw iped hough he clock thal reed t be programmed lllistration 2 5 You will get Unprocessed Punches any time an employee begins using a card or enters a Social Security number on the keypad that the system does not recognize If you go to the Unprocessed Punches screen you can see a list of card numbers that were used along with a 19 punch time and punch date If a punch was made entirely by mistake you can delete it from this screen immediately From the Unprocessed Punches screen you have the capability to set up an employee in the system Then you can return to the screen and have the unprocessed punches reprocessed and attached to the appropriate time cards Caution Once you have set up the employees that had
28. icd P Total Dissing Punches Thais Pay reracd i 4m thee on cur Veb site PAY PERIOD t0 12 2009 Tub 1O 26572003 CATIGOPY s HOURS Rhequiar 152 60 Ovectine 4 05 vacation 00 ACTIVITY ON FILE FOR 10 22 2003 NANE sss asosii ans Wesss OUT lt LUNCH XOVRS OT MPS JCB TOT Abbott Cassandra G ilie J 0lp Doma 0 37 64 21 Arnett Josh 1Gr3he 7746p E S 45 07 aAshry rere firdtp 1 tp 5 50 o nan asaj Baticy Donald 10 159 449 mE 37 63 51 atil Tanet 2 00 Voceri 5a S5 Bebcend Steven 5 910 3 00 38 67 SC 3 009 4 29 gt 9 e illustration 4 4 This basic report can keep you up to date on issues that will need to be resolved with your employees prior to actually processing your next payroll 27 Administration Menu amp Miscellaneous Modules The Administration menu has functions that enable you to manage certain aspects of the system and make configuration changes Verify Transmit Displays the clock Administration number location and batch status ne Demo including whether all the punches i were successfully transmitted Uan Unprocessed Punches These punches float in the system lt Back to Main Menu unassigned to any employee for Employee Setup one of a few reasons This could verify Transmit mean that an employee incorrectly Order Time Cards entered their SSN and was not Unprocessed Punches credited for the punch creating a View Payroll Settings missing punch This also could
29. me or select add new to create an employee file You may 17 also click multiple check boxes and work with a number of employees simultaneously Each entry will accomplish one or more tasks Throughout the site links are indicated in blue and act to either open further windows or as applies here to offer a help pop up display Lunch Minutes A Lyssa wash tees Auto Lunch enter the mlcober of ramutes to be automatically deducted for inch Exarnple anter E for a one hour hunch back gn Date auto Lunch Minutes 0 Aum Lurech a Illustration 2 4 Employee setup relationships First Last Name Coordinated with reporting Job Title Coordinated with reporting Department Designate employee department amp Visible on reports Location Designate employee location amp Visible on reports Supervisor Associates the employee to a supervisor Default Pay Rate Default or standard pay rate for the employee Home 1 2 3 Manages multiple departments and pay rates for the employee Coordinate with Alternate Pay Rates 1 2 and 3 if needed Alternate Pay Rate Manages multiple pay rates when dealing with departments or job codes and coordinates pay rates with departments titled Home 1 2 and 3 requires AltPayX script activation Social Security Number A Social Security Number is accepted for punching in and out Auto Lunch Minutes These minutes will be automatically deducted on a daily basis a minimum of hours
30. n in 32 DUN RAS by editing the phone book entry Servers TCP IP settings Internet Explorer updates may be required o Scripting Engine Scripting Engine MS o Java VM Virtual Machine MS o DirectX http www microsoft com directx You may have corrupt files psbase dll and imagehlp dll files used by Outlook Express Internet Explorer Try repairing these files by going to Add Remove Programs select Microsoft Internet Explorer and run the repair utility How to check or change your home page 1 If your home page the page that first displays in your web browser when you are connected to the Internet has changed or you would like to make it something other than what it currently is you can perform the following steps to make the homepage point at the website URL you would like Windows XP 2000 ME 98 amp NT Internet Explorer 5 and up 1 Go to Start gt Settings gt Control Panel and double click Internet Options OR open Internet Explorer and click the Tools menu and select Internet Options 2 Enter your preferred home page in the Address field at the top of the General tab For example http yourserviceprovider com 3 Click Apply then click OK Netscape 4 x and up 1 Open Netscape Click the Edit menu and select Preferences 2 Click the to the left of Navigator to expand the selection 3 Enter your preferred home page in the Location field on the right pane For example http y
31. nect and try again Are you staying connected to the Internet Verify Internet Explorer Connection Settings Delete cookies See Cookies for more information or See the Microsoft article Check for Corrupted Cookies See also Dialup Connection Routing problems Transmission Control Protocol Internet Protocol TCP IP may not be installed or is not functioning correctly See the Microsoft article Verify that TCP IP Is Installed and Functioning Properly and that you have the correct protocols in the Network Control Panel Client for MS Networks Dialup Adapter TCP IP See the Microsoft article Verify Entries in the Hosts File or rename delete entries Asummary of steps from the above articles is as follows 1 Delete Temporary Internet Files 2 Configure Security Content and Advanced Settings in Internet Explorer 3 Verify That the Date and Time Settings on Your Computer Are Correct 4 Verify That Your Computer Is Using 128 Bit Encryption 5 Check Third Party Firewall or Antivirus Programs 6 Profile Web browser is slow or freezes If you are browsing the web and your web browser seems very slow or freezes one or more of the following may resolve the problem If you are using Windows go to the Control Panel gt Network gt TCP IP gt Dialup adapter gt WINS Configuration and be sure there is a check in disable WINS resolution If you are using Windows NT4 uncheck Use IP header compressio
32. ocess of troubleshooting require that the problem first be identified before it is fixed But how can the problem be identified when there may be so many variables involved 1 Problem definition Define the problem as precisely as possible What specifically is happening when the problem occurs and what is the problem Is it a problem with the clock terminal computer system or browser software Is it Internet related 2 Gather information Flesh out the details of the problem and system software involved When did the problem occur Did anything change What error messages are you receiving if any What software and operating system is involved Were you doing anything when the problem occurred Is the problem reproducible Does it happen intermittently or all the time 3 Narrow it down Try to remove some variables in the equation by the process of dividing and conquering a technique often used in electronics to resolve problems This means breaking things down into bite size pieces until the piece is small enough that the fix can more easily be found The fix is often very simple and takes a minute to resolve once the problem has been identified Other problems can obviously be far more complicated but by applying the basic troubleshooting steps above in a systematic approach problems can generally be resolved Terminal Error Messages Your clock terminal has been designed such that no additional maintenance should be needed H
33. ourserviceprovider com 4 Click Apply then click OK What are cookies A cookie is a message given to a Web browser by a Web server The browser stores the message in a text file The message is then sent back to the server each time the browser requests a page from the server 33 The main purpose of cookies is to identify users and possibly prepare customized Web pages for them When you enter our Web site the information about your connection is packaged into a cookie and sent to your Web browser which stores it for later use Cookies do not act maliciously on computer systems They are merely text files that can be deleted at any time they are not plug ins nor are they programs Cookies cannot be used to spread viruses and they cannot access your hard drive How to Delete or Enable Cookies How to delete cookies If you are having problems accessing web sites there may be corrupt cookies in which case you will need to delete the cookies on your computer It is recommended that you also clear your web browser s temporary files How to enable cookies Cookies must be enabled for accessing our web site and may be inadvertently turned off by users wishing to improve their browsers security How to delete cookies Windows Internet Explorer 5 amp 6 To delete all cookies 1 Open Internet Explorer click the Tools menu and choose Internet Options 2 Click the Delete Cookies button 3 Click OK Windows Netscape
34. owever sometimes events beyond our control do occur and this may require some of your attention This short guide will help you correct the most common problems that occur Problem The clock terminal can not read the badge card If your card reader is having trouble reading the badge cards you may either have a card that is worn or the heads on your card reader may require cleaning To correct the problem ensure that the badge cards are being swiped through the machine properly The machine has a guide along the right side labeled Stripe The dark magnetic stripe on the card must be facing this guide Observing your employees procedures can often identify this as an issue 29 If you are continually receiving error messages when swiping the card such as PLEASE TRY AGAIN and UNREADABLE CARD the first step would be to see if you are having problems with just one card or with the badge cards If you are having problems with one card that card may be worn or damaged and need to be replaced If all of the badge cards are causing problems you may need to clean the heads on the card reader Contact your service provider to order a special single use head cleaning card This special card is premoistened and is designed to pick up any stubborn debris in the card reader mechanism without scratching the heads or leaving behind harmful substances Problem The clock terminal cannot transmit f your clock can not transmit t
35. re using your terminal for punching in ensure that the clock is ready and displays the correct date and time on the clock display If it is waiting for input or other keys have been pressed you can press the CLEAR key to return it to the default date and time screen TO CLOCK IN USING THE TERMINAL 1 Press the IN key which is also the 1 key on the keypad The clock will display CLOCK IN 2 Slide your card through the slot Or if you have forgotten your card you can enter your 9 digit Social Security number on the keypad Then press ENTER needs to be configured first 3 The clock will display CLOCK IN followed by the date and time at which you clocked in TO CLOCK IN USING THE INTERNET 1 Log onto the internet system using your web browser and the address given to you by your provider The page will display a request for your ID NUMBER and WEB PASSWORD Note You must already be established for use with the WebClock 2 Choose the ACTION CLOCK IN 3 Click Submit Web Clock Ester your ID number ZZ Enter your password Action f CLOCK IN CLOCK OUT Submit JewT TO CLOCK OUT USING THE TERMINAL 1 Press the OUT key which is also the 2 key on the keypad The clock will display CLOCK OUT 2 Slide your card through the slot Or if you have forgotten your card you can enter your 9 digit Social Security number on the keypad Then press ENTER 3
36. son who edited the punch will be displayed along with a description of the change that was made see illustration 1 2 Note edited times will appear in blue on punch card Time Saver A Daily Auto E mail Report is available which displays hour totals time in and out by employee with total hours to day week and in pay period To subscribe enter an email address in the add new list EMPLOYEE SETUP On the web site screens are provided which allow you to make changes to the employees records and their time cards Here s how you will typically use them When you hire new employees or issue time cards you ll use the Employee Setup screen to provide the employee s information to the server When employees forget to punch in and out you need to adjust their punches or if you wish to setup pay categories such as paid vacation sick holidays etc you will use the Punch Editor screen Employee identification Before our server can track employee activity the system requires some basic information An Employee First and Last Name An Employee Badge Card Number and or Social Security Number for punching in and out You can provide additional information which will be used for filtering reports Here are some examples If you provide the Social Security number to the server the employee can use that number to clock in or out using the clock s keypad if he or she forgets a time card In either cas
37. t once before actual use of the unit This gives the clock terminal the opportunity to receive your account information and dialing schedule The time and date will also be set automatically when you connect To accomplish this use the following procedure 1 Verify that you have connected your clock terminal to an analog phone line and the power supply is delivering power to the unit 2 Press the 9 key 3 The clock terminal will display the message TRANSMIT BATCH and begin placing a call to the server The progress of the call will be displayed on the clock terminal You will see one of the following messages FINISHED This means your clock has successfully reached the server and received the appropriate setup information NOT SETUP CALL CUST SERV This means your account has not been setup Please contact PayData for assistance Have the serial number of your terminal ready located on the back of the unit WAITING FOR LINE This means that either the phone line is disconnected or the phone line that is connected is currently in use The clock will wait for an available line NO ANSWER LOST COMM W HOST NO CONNECT NO ENQ FROM HOST TRANSMIT ENDED Check to make sure the terminal can place an outbound call on the phone line that it is connected to and make sure that any necessary dialing prefixes have been programmed into the clock terminal UNKNOWN SITE If you receive this message it means that there are punches saved
38. uire some mounting to ensure an uninterupted connection You were provided 2 screws and 2 drywall anchors If mounting on drywall you ll want to use both the anchors and the screws If mounting on wood you ll only need the screws Mounting Instructions optional 1 Place the template on your wall where the clock will be mounted with the markings facing towards you 2 Mark the location of your screws on the wall by poking holes through each of the three crosses located on this sheet 3 Drill your screws or anchors through the markings on your wall 4 Unscrew the screws enough so that the clock can hang on them without its rubber feet getting in the way The screws should stick out of the wall approximately 1 4 5 Mount your clock by placing it so the two screws match the two mounting holes on the back then gently press down until the clock clicks in place 6 Pull on the clock lightly to ensure it won t fall off the wall HOW TO SETUP YOUR NEW CLOCK TERMINAL Finding an analog phone line Your clock terminal can only be connected to a standard ANALOG phone line It is not compatible with digital telephone systems Connecting the clock to a digital telephone line may damage the unit and VOID your warranty Digital office lines are for specific networked phone models and can often be identified by their special features such as multiple lines an intercom call forwarding hold and voice mail Tip To tell i
39. your web browser and a real server like the clock page you are trying to access It intercepts all requests to the real server to see if it can fulfill the requests itself If not it forwards the request to the real server One of the most common uses of a proxy server is to filter requests Many companies use proxy servers to keep their employees from viewing web pages that do not relate to their jobs Our service does not use proxy servers You re web browser and email clients should not be set to use proxy servers doing so can cause problems surfing the web and checking email Web Caching The enormous success of the Internet as a source of information and as a platform for data exchange has led to some challenges Users expectations for a fruitful and enjoyable experience browsing the Internet can lead to some frustration due to occasional slow performance and unreliable connections 35 Web caching is the temporary storage of web objects web pages or other files for later retrieval that makes the web perform better Your web browser for instance has a local cache built in that stores objects that you request so that the next time you come back to see that page it will load faster Caching reduces the need to re transmit information from the source server unnecessarily and this in turn reduces absolute capacity requirements in the Internet This service is transparent to our users but must be cleared before change made on
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