Acroprint AttendanceRx (version 2.1) Software User Manual
Contents
1. www TIME CLOCK WORLD 888 534 5994 E Attendance Rx Version 2 1 USER MANUAL Table of Contents Glossary 4 Getting Started 10 Preparing and Setting Up Before Use oe ee ee ee Re AR ee ee ee Re ee ee ee 10 Attendance Rx Setup Wizard ee ee ee AR AA GR ee AR Re ek AR ee ee ee ee 11 Administrator 13 leie EE EE EE OE 133 Adding ar Zuele dE 13 Editing an Employees OE OE EE OE dd de 14 Deleting an Employee i e EREGAS EERS ee Res RA ee ER ESE Ga ee ER Re 15 Employee Options ese ee RR AE ee GR RA Ge ee ee ee ee Ee Re ee ee ee ee ee ee ee ee 15 Messagind AE EE RE EE GE TEE EE GE GE Re ee aan 177 die RE RE MT 188 Pay Periodi st 58 SERE ee eege EE 20 Pay Interval Round ss ER Es RNENSE ER ae ee EE Ee ER KA ee AA an ee EG Re 20 Overtime Thresholds EER EE EE RE EE ee RE Ee RE Ke ee De oe 21 7 Day Overtime EE 22 Max Time 0n Ee 23 Time Card Approval see ee ER AR Re Re ee ee ee GR ER Re Re ee ee ee ee ee ee de ee ee ee 23 Day Change Offset eersten KEER EE avec ene ER ER ee ee eae 23 Salaried Employee Settings iese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 24 el EA N OE N EE EE ME EE EN 25 did SR N EE EE N EN OE EN 26 Rive NEE 26 Punch Editing e EE OE EO EE EE ale EE 27 Inserting an Employee PUNCH ee ese ee se ee Ge Re ee ee Re ee ee ke ee ee ee 28 Deleting an Employee Punch ees ese ee ee ee ke ee ee ke ee ee ee ke ee ee ke ee ee 29 Viewing Punch Calculation Details se ee ee Ge Re ee ee 29 Editing the Total Time2. Morgan Zoe Ray Kevin The Connection Settings allow you to change the network settings for your Attendance Rx Network Each client must have a unique IP Address Internet Protocol which is used to talk to other Attendance Rx computers The Connection Settings require you specify two IP Addresses v v Your local IP address that the client application will communicate over The IP Address of the computer which is running the Attendance Rx Server Network Edition Only 48 Attendance Rx Administrator Acroprint Time Recorder HE Re Welcome to the AttendanceRx Administrator Copyright 2003 Acroprint Tene Recorder Company All rights reserved Employees Manage your employees and shift assignments Messages View and Edit your Company and Employee Messages Setup Setup Company Pay Rules Shifts Define shift hours and pay rules Punch Editing View and Edit Employee Time cards amp Time Slips Reports Print or Preview Reports Exports Export Time cards to payroll Supervisors Manage your Administrative Supervisors Holiday Setup Holiday Dates Enter the dates of paid holidays These dates should be entered in advance From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup Click on the Holiday Tab to adjust Holiday Settings Enter the date of the Holiday in the Date field Enter the description of the Holiday in the Holiday field Select Save to save yo
3. View Event Log Lists critical events such as pay period roll changing of setup rules and PC clock changes Biometrics The Biometrics Tab of the System Utilities provides interface to enable and setup biometrics devices for use with Attendance Rx 57 System Utilities Eg The System Utilities allow you to manage your database and system he preferences AttendanceRx Biometrics In order for AttendanceRx to use a biometrics device such as an FIU reader or Hand Scanner vou will need to enable the AttendanceRx Biometrics functionality by checking the box below Enable Attendancefis Biometrics Functionality This setting is global to all AttendanceRx client workstations Installed Biometrics Device l STMicro TouchChip FIU e Biometrics Functionality Before you can begin using your FIU device you will need to enable Attendance Rx biometrics functionality This tells the software to check verify fingerprints before allowing employees to clock IN or OUT To enable Biometrics Functionality 1 Click the Biometrics tab on the Systems Utilities screen 2 Check Enable Attendance Rx Biometrics Functionality To disable Biometrics Functionality 1 Click the Biometrics tab on the Systems Utilities screen 2 Uncheck Enable Attendance Rx Biometrics Functionality Installed Biometrics Device Once Biometrics Functionality is enabled you will need to install an FIU device on each workstation where your employees
4. 52 Add Missing Employees to QuickBooks If you are attempting to export timecard data for an employee who is not found in QuickBooks you will be asked by Attendance Rx if you would like to add the missing employees to QuickBooks Missing Payroll Items If you are attempting to export Attendance Rx Pay Codes that do not match exactly with one of the QuickBooks Payroll Items you will be prompted by Attendance Rx and the integration will be abandoned NOTE The spelling of the Pay Codes and corresponding Payroll Items must be identical Generic ASCII file Export The Attendance Rx software exports employee profile and time card data to a Generic ASCII delimited file based on values entered for the following fields Insert Quotes Around Non Numeric Name Fields Output Field Titles Remove Blanks Include Employee Information Split Names into Last First Line Terminator Generic Field Separators Puts double quotes around Field Titles and Employee Outputs the Titles for each field as the first line in the file 53 Removes Trailing Leading and Internal Blanks from Non Quoted Fields Outputs all Employee Profile Fields along with Time Card Data Outputs employee names entered as First Last as Last First Selects the End of Line characters appended to the end of each line in the file Specifies the character that will separate each field in the file ADP Export Attendance Rx exports employee p
5. 52 Genenc ASCII Tile Exports Ed Ais et eee i eee ee ee 53 ADP EXDO EE 54 Importing Attendance Rx data into Peachtree Complete Accounting 55 Setting up Peachtree Complete Accounting Version 70 55 System Utilities 56 BEI WE EE 56 BIOMOUi CS eege RE ER DE EE Re EI RR ER E EE 57 Employee FIU Verification ee ee ee ee ee AA ee AA ee RA ee ee ek ee ee ee 59 Employee FIU Enroll GER GE ee ER ee KERE ee deen 59 Employee HandPunch Emol 60 Glossary The Attendance Rx system is a Windows based PC application designed to offer simple yet effective employee time and attendance management Enter Current Pay Period Start Date The first item required is the start date of your company s current Pay Period Pay Period Type The Attendance Rx supports WEEKLY BI WEEKLY SEMI MONTHLY and MONTHLY Pay Periods Next Pay Period Start Date Required For Semi Monthly Pay Periods only When using Semi Monthly Pay Periods each month contains two Pay Periods After selecting a current pay period start date and semi monthly pay period type the user must also specify the start date of the NEXT pay period in order to establish the two days of each month that mark the beginning of each Semi monthly pay period Overtime Thresholds Overtime thresholds specify how employee hours will be divided among Regular Overtime and Overtime2 during the course of each day and of each week For more information on overtime calculations in gene
6. Accumulatons iese ee ee ee ee ee Re ee ee ke ee ee 30 Printing a Time Card 31 Submitting Employee Time Gm 31 Reports Ee A ES nl E EO eta EE A 32 Future Transactions Report 33 e Kiel RT 34 Exporting Data vit scwcd EE ES eave SE ees de Ee ees eed Sivan daa 35 Unapproved Tmecarde A 35 Wells Fargo ExpressPay Premier QwikPay and Intuit PC Access 36 PayChex Paylink Export 37 PayChex Preview Export 38 PrimePay PrimeLink Export 39 QuickBooks Payroll Integration 39 Peachtree Complete Accounting Export 39 ele TEE EE 42 Adding KREE 43 Deleting a Supervisora dee se ee Ese NEEN ede EED Ee ge Ge vae ee Sad geed 43 Resetting a Supervisor s Password 43 Supervisor Preferences ii ee ee se ee ee ee ee ER Re ee ee ee Re Re ee ee ee 44 Employee Clients 45 Add Employee Transaction ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 45 Auto Clock Int ed ge se Ee Se GR Pe be Ge Ee ee dee LR de ER EA se AE dee ee ee Pe ee 45 Submit Employee Time Gm 46 Employee In Out Board 48 Client Connection Settings ie se ee ee Ge ee Ge Re ee ee ee ee ke ee ee ee 48 Attendance Rx Administrator 49 Holiday Setup 33 2 RE KO OE EE N 49 About Future Transactions eie ee ee ee AA Re ee RA ee ee ee ee ee Re ee ee ee 50 Setting up QuickBooks to communicate with Attendance hx 51 Setting up Attendance Rx to communicate with Ouickbookem ee 52 Exporting Attendance Rx employee timecard data to QuickBooks
7. De View Help Refresh Kl M lessages To add a new supervisor enter the login and H hit enter To delete or reset a supervisors password z select the supervisors name and click Delete a Punch Editing or Reset Password ET d Export re Ps Sg SIE Supervisors Logged In admin The Attendance Rx Administrator is protected by Admin User Login Password entry Those who access the system using the Attendance Rx Administrator should keep the following in mind In order to make changes to Attendance Rx using the Attendance Rx Administrator a user must first log in to the program using a correct User Login and Password The user who gains access using an Admin User Login Password entry may add new Admin Users to the Attendance Rx New user logins are automatically assigned a password which is identical to the login Upon the first successful login the Attendance Rx will prompt new users to change their password A user may change his or her password at any time by clicking on the Change Password Icon or by selecting Change Password from the main Attendance Rx menu Any Admin User may delete any other Admin User Login 42 Adding a supervisor To Add a New Supervisor e From the main window of Attendance Rx click the Supervisors icon or enter the View menu and choose Supervisors e Enter the login name of a new supervisor Press enter to save the entry e Select an option from the left hand menu
8. No to cancel the deletion Select another option from the left hand menu to exit this screen Employee Options The Employee Options selection allows you to modify the way employees will see the time and date when punching in or out You can adjust the Time Totals Format Date Format and Time of Day Format These preferences will only apply for your login they will not affect the way employees see their time when punching in or out In Employee Options you can also select to Auto Increment Employee Numbers and PINs 15 N MV Auto lncrement New Employee Numbers Minutes Hundreths Date Format MM DD YY D Time of Day Format E Totals Format 12 Hour 24 Hour Sample fi 0 13 03 01 20 PM To Change Employee Options e Select File from the main window then Employee Options e Set your preference for Time Totals Format e Select your preference for Date Format from the drop down list e Set your preference for Time of Day Format e To save your preferences click Ok To exit without saving your changes click Cancel Employee Biometrics Attendance Rx supports various biometric devices which you can easily integrate into your Attendance Rx solution Biometrics refers to and employee s fingerprint or a template of their hand which is used to verify their identity before allowing that individual to clock IN or OUT Attendance Rx currently provides two solutions for Biometrics e STMicro
9. Save button to save your changes or Cancel to abort the changes made and restore the original settings Note In the upper right hand corner of the screen located below the help button is another button which invokes the setup wizard This wizard will walk you through prompting you for information to complete your shift rules Shift Rules Shift Name Shift Start Time Shift Stop Time Shift Round Shift Grace Shift Dock Lunch Rules Lunch Start Lunch End Lunch Duration 26 The name as you would like it to appear on reports and screen displays The time of day employees are schedule to start work The time of day employees are schedule to stop work The number of minutes before the Shift Start Time or after the Shift Stop Time in which employees transactions will be treated as if they occurred exactly at the Start or Stop times The number of minutes after the Start time that an employee s late punch is still considered on time The number of minutes before the Stop time that an employee s early punch out is considered on time The number of minutes an employee will lose from their daily total for punching in late or punching out early The earliest time of day at which an employee can punch out for lunch The system may adjust an employee s OUT to lunch punch to ensure the full Lunch Duration is taken within the window allowed for lunch You may view this in the Punch Editor screen by
10. already exist in your QuickBooks software enter the full employee names exactly as they appears in the QuickBooks software to the Export ID field in the Attendance Rx New Employee form When adding Attendance Rx employees who already exist in your QuickBooks software you must make sure that the employee names entered in QuickBooks match exactly the entries for each employee Export ID in the Attendance Rx software Exporting Attendance Rx employee timecard data to QuickBooks Step 1 Select the output format QuickBooks Integration v1 0 Step 2 Click Export If you have never mapped your pay codes or chosen a QuickBooks company file QBW you will need to do so before you can run the integration Data Export Setup Screen Setup Step 1 Select Company File Click Select to select the QuickBooks company file QBW you created for your company Setup Step 2 Setup Pay Codes Map the Attendance Rx Pay Code to the corresponding Wage Pay Item in QuickBooks If this is the first time you are running the integration please have QuickBooks running and your company file opened You will not be required to have QuickBooks running in the future Step 3 Click OK to run the integration If this is the first time you are running the integration QuickBooks will prompt you that an application without a certificate is attempting to access your company file Click Yes Always to allow Attendance Rx to integrate with QuickBooks
11. broken out daily for the selected pay period Daily Totals by Employee The Daily Totals by Employee report shows the hours worked for each day of the selected pay period printed one employee per page Getting Started Getting Started Attendance Rx was designed to allow for easy installation and setup as well as no hassle administration Follow these three steps to help you in preparing to use Attendance Rx e Preparing and Setting Up Before e AftendanceRx Setup Wizard e Contacting Acroprint Customer Support Preparing and Setting Up before Use Before you use your Attendance Rx system for the first time you should run through a setup procedure The application comes with default settings so that if you choose you can simply click through the initial Pay period setup add employees and start clocking IN and OUT However you might want to include or configure many of the other features to meet your particular needs Here is a suggested setup sequence you may wish to follow Notes v Most settings can be changed at any time and will affect only the total time accumulations in the Previous and Current Pay Period vi Changes to the next pay period start date will lengthen or shorten the duration of the current pay period but not affect the Previous pay period Steps 1 Print a Rules Setup Report 2 Adjust the following items located in the Setup section as desired e Pay Period Length e Next Pay Period Start Date e Max Tim
12. clock IN or OUT To install a new Biometrics Device 1 Attach the FIU device to an available USB port On most workstations the operating system will find and automatically install the new device 2 Click the Biometrics tab on the Systems Utilities screen 3 Choose the appropriate device from the drop down field under Installed Biometrics Device 4 A dialog box will be displayed indicating the status of the device and availability of the drivers Follow the directions on the screen if Attendance Rx cannot locate the device 58 To uninstall remove a Biometrics Device 1 Click Remove Device below the drop down Employee FIU Verification If you have Biometrics Functionality enabled your employees will be required to verify their fingerprint before Attendance Rx will allow them to clock IN or OUT Once an employee enters their PIN and click PUNCH or PUNCH AND CLOSE a dialog box will be displayed requesting their FIU verification Please follow the instructions on the screen which will tell you where to place your finger and whether the verification was successful Employee Biosense Setting If an employee s Biosense setting is set to zero they will not be required to verify their fingerprint The system will proceed as though Biometrics were not enabled More about Employee FIU Enroll and Biosense Employee FIU Enroll 2 When Biometrics Functionality is enabled you will need to enroll each employee
13. defined as a set of rules enforcing Company policy pertaining to Employee s hours worked and lunch breaks When an employee is assigned to a shift the software then refers to set of rules defined for that shift and applies them to the employee s transactions in order to derive the total time accumulations There are twelve shifts and lunches available in the Attendance Rx software package Each shift may be defined differently with its own set of rules These can be broken down into two groups as described below Editing Shift and Lunch Rules e From the main window of Attendance Rx click the Shifts icon or from the View menu select Shifts e Select one of the 12 shifts to edit from the pull down menu e You may change the name of the Shift by selecting the existing shift and and modifying the text e If the selected shift rule is to be enabled select Shift Rules Enabled so that a check mark appears in the box Edit the Shift Start Stop Round Grace and Dock times to fit your company policies Note You can select 12 hour or 24 hour clock see Setup Pay close attention to AM and PM 12 00 AM is midnight 25 If lunch rules are to be used select Lunch Rules Enabled so that a check mark appears in the box Edit the Lunch Start and End Duration and Auto Lunch After times to fit your company policies Note You can select 12 hour or 24 hour clock see Setup Pay close attention to AM and PM 12 00 AM is midnight Click the
14. of shift and lunch rules are to be associated with a particular employee Export ID The Employee Alternate Export ID is a 48 character alphanumeric field that is used to identify employees when exporting to QuickBooks and Peachtree This Export ID must be unique among all of the employees QuickBooks and Peachtree will not export any employees whose Export ID is blank For QuickBooks the Export ID must match exactly the QuickBooks Employee Full Name field For Peachtree the Export ID must match exactly the Peachtree Employee Daily Overtime Threshold The Daily Overtime Thresholds specify the amount of time worked in a day after which overtime will begin to accumulate Any time worked after the overtime level 2 threshold will be accumulated in overtime 2 Any time worked after the overtime level threshold but not over the level 2 threshold will be accumulated in overtime 1 NOTE Leave the threshold at 24 hours if you pay overtime based on a 40 hour week only The default value for Daily overtime threshold is 24 Hours Weekly Overtime Threshold The Weekly Overtime Thresholds specify the amount of time worked in a week after which overtime will begin to accumulate If an employee s Regular hours for the week reach the Weekly Overtime Level 1 Threshold all subsequent hours worked for the week will begin to accrue to Overtime Level 1 Once an employee s combined Regular hours have exceeded Weekly Overtime 1 Threshold AND the emplo
15. only on this employee s screen after he or she punches in or out Select another option from the left hand navigation menu to exit this screen Setup Setup Attendance Rx Refresh H Print E Hep as Overtime Rounding and Hol Pay Period Pay Interval Rounding Next Pay Period Pay Interval Round Max Time Day Change O Weekly Start Date OnClock Offset Bi weekly hun 3 2003 fi min z gf Punch Editing O Semi monthly Time Card Approvals IS Reports Monthly o Do not export unapproved Time Cards for Hourly Employees d Export Overtime OZ OZ OoOo o O r Do not export unapproved Time Cards for Level 1 Level 2 Salaried Employees Supervisors il ve Daiy ME goas Hours Salaried Employees Weekly 40 Hours 55 Hours Pay Holidays Number of Hours Weekly OT Starts on hours per Pay Employees Pay based on Period Enable 7th Day Overtime DI ars i 18 l Attendance Rx of x File View Hep Refresh B Print Z Help rules for the company such as Overtime Rounding and Holidays Changes 3 Employees Giedel sd S 4 Messages iti getun Date Number of calendar days after Hire Date when an employee becomes eligilble for Holiday Pay 1 1 2003 New Years Day 30 Punch Editing gt New Years Da WS 11 27 2003 Thanksgiving IS Reports A Export Supervisors L g S Logged In admin The Setup selection on the Attendance Rx system allows the
16. open _ E Employee Profiles Curent 16 12 2003 7 2 Rules Setup E Shifts Filters and Sorting ne Car B Employee Filter Select Employees Holid a Ge Boke All Employees x Punch Editing E Hours Summary ae B Raw Transactions O Individual Emploveels B Reports E Who s In Who s Out Oo salad Employees B Time Card Approval Individual Shift Els 2 Approaching OT Sort By Last Name 7 3 5 B Daily Totals By Day id Supervisors B Daily Totals By Employee Logged In admin The reports selection allows the user to generate a report and either Preview it on the PC screen Export or print it to the default Windows printer The available reports include e Hours Summary e Time Cards e Who s In Who s Out e Time Card Approval e Employee Profiles e Rules Setup Report e Shifts e Holidays e Raw Transactions e Approaching OT e Daily Totals By Day e Daily Totals by Employee 32 Additional Options Options are available on some of these reports to have them sorted by various fields and to report on either all of the employees the employees assigned to a particular shift or individual employees To Generate a Report From the main window of Attendance Rx click the Reports icon or click on the View menu and choose Reports Select the type of report you wish to print Select the filter criteria when applicable This includes All Employees Individual Employee s or Individual Shi
17. s fingerprint on those workstations where that employee will clock IN or OUT NOTE The Enroll FIU button will only be visible when Biometrics Functionality is enabled To enroll and employee s FIU Go to the Employee screen in the Administrator by clicking Employees on the left side the of the Administrator Select the row for the given employee and click Enroll FIU The dialog displayed below will show Employee FIU Setup This employee is currently not enrolled on this workstation To enroll this employee to access this workstation please click Enroll Employee below Enroll Employee Employee Sensalivity Settings 0 100 Sensitivity Setting 30 Setting 20 a 59 Click Enroll Employee and follow the instructions as they are displayed on the screen Change the Employee Sensitivity to a value greater than zero Employee Sensitivity Settings The employee sensitivity settings determine how strict the match must be between the employee fingerprint and the template registered during enroll Disable FIU Verification for an Employee To disable FIU verification for an individual employee set their Employee Sensitivity Setting to zero 0 Employee HandPunch Enroll 2 3 When Biometrics Functionality is enabled you will need to enroll each employee s hand template on those workstations where that employee will clock IN or OUT NOTE The Enroll Hand button will only be visible when Biometrics Funct
18. selecting Details Employee lunch period should be completed on or before this time The system may adjust an employee s IN from lunch punch to ensure the full Lunch Duration is taken within the window allowed for lunch You may view this in the Punch Editor screen by selecting Details The number of minutes subtracted from time worked totals for lunch period Lunch Duration is ignored if the employee s lunch rules are disabled Auto Lunch An employee must work consecutive number of hours entered in After this field before the lunch duration will be subtracted from the daily total Punch Editing Punch Editing Punch editing allows supervisors to do the following e Review and edit employee transactions e Adjust the total time accumulations e View the details of transaction totals and how the software calculated the transactions e Add miscellaneous transactions Vacation Holiday Sick Other e Approve an employee s time card e Print an employee s time card Attendance Rx Refresh EN Help ct an Employee Ch eriod Dunn Christopher hd Current 9 29 2003 to 10 12 2003 G 3 Employees InfOut Hours Day Total WeekREG WeekOT1 WeekOT2 4 Messages Mon 09 29 03 Mon 09 29 03 Tue 09 30 03 Tue 09 30 03 Wed 10 01 03 r Punch Editing Wed 10 01 03 E Rer Thu 10 02 03 Thu 10 02 03 04 j Export Fri 10 03 03 07 Transaction Totals supervisors Insert Manage GE 80 00 1 00 81 00 vertime Levell 5 00 200 7 00 3723 2003 s
19. to move from this screen e The default password for the login will be the login name The system will force you to change this after logging in for the first time Deleting a Supervisor To Delete a Supervisor e From the main window of Attendance Rx click the Supervisors icon or enter the View menu and choose Supervisors e Select the login of a supervisor you would like to delete and select Delete e Select an option from the left hand menu to move from this screen Resetting a Supervisor s password Change Password Please enter and confirm your new password Both Gk entries must be identical mn Fd To Reset a Supervisor s Password e From the main window of Attendance Rx click the Supervisors icon or enter the View menu and choose Supervisors e Select the login of a supervisor you would like to reset and select Reset Password e Select Yes in the Reset Password dialog box to reset the password otherwise click No The default password for the login will be the login name The system will force you to change this after logging in for the first time Select an option from the left hand menu to move from this screen 43 Supervisor Preferences The User Preferences selection allows you to modify your individual preferences for Time Totals Format Date Format and Time of Day Format These preferences will only apply for your login they will not affect the way employees see their time when punchin
20. user to adjust variables related to the clock time calculations pay periods and holidays Most items can be changed at any time and the change will be reflected in the total time accumulations To Change the Setup Options From the main window of Attendance Rx click on the Setup icon or select Setup from the View menu Adjust the following items as desired on the General Tab e Pay Period e Overtime Thresholds e 7th Day Overtime California Overtime e Pay Interval Round e Max Time On Clock e Day Change Offset e Time Card Approvals e Salaried Employee Settings Adjust the following items as desired on the Holiday Tab e Holiday Dates e Employee Qualification for Holidays 19 Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box Pay Period The Pay Period Length specifies how often employees will get paid To Change the Pay Period Length From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup Change the Pay Period Length to the desired setting The available choices are e Weekly Employees are paid once per week e Bi weekly Employees are paid every two weeks e Semi Monthly Employees are paid twice per month e Monthly Employees are paid
21. 5 Also for each employee you must enter Pay Rates for the 3 levels of the inventory item associated with hourly wages along with vacation holiday sick and other wages By default the first pay level will receive imported REGULAR hours the second will receive imported OVERTIME 1 hours and the third will receive imported OVERTIME2 hours The vacation holiday sick and other wages levels must be set according to the desired outcome System Utilities System Utilities The System Utilities provides data and software maintenance functions for Attendance Rx Only users with a Login and Password are allowed to access these functions The System Utilities window provides two tabs 1 Data Tools Provides interface to manage your company s database including import export data initialization and maximum employee count upgrade More Information on Data Tools NOTE Most functions on this screen will greatly affect the database and operation of Attendance Rx 2 Biometrics The Biometrics Tab of the System Utilities provides interface to enable and setup biometrics devices for use with Attendance Rx Enabling Attendance Rx Biometrics Functionality and Installing a new device 56 Data Tools The System Utilities Data Tools provides interface to manage your company s database including import export data initialization and maximum employee count upgrade System Utilities Eg The System Utilities allow you to manage yo
22. Fingerprint Identification Unit e Recognition Systems HandPunch 1000 Please Note 16 You must have the correct drivers installed as well as biometrics functionality enabled to use these features Messaging Messages E Attendance Rx Bisi x K i Refresh RH Help 1 to disp ompany wide or employee specific message to an individual employee When UT from omputer 23 Employees ter a Company Message _ Company Meeting at 3 10PM x e nter messages to individual employees Ki Messages Bailey Gardner S Be Punch Editing B Reports A Export Carlson Emily Q Dunn Christopher S Esterman John C Fulten Brian F Hathoway Betty T Jenkins Sam R re 3 Supervisors Jones Peter V Kelly William E 4 o E rd D 3 a S 5 Messages alloy you to display a company wide or employee specific message to employees when they clock in or out From the main window of Attendance Rx click the Messages icon or enter the View menu and choose Messages To edit the company message e Enter your company wide message in the Enter a Company Message field This message will appear on screen after every employee punches in or out e Click Save to save the message or click the X to delete the Company Message To edit employee messages 17 Enter employee specific messages in the Message field next to the employee s name This message will appear
23. Previous Pay Periods To add a transaction to the selected Pay Period e Employees and users may submit Time Slips by using Submit Employee Timeslip menu item from the Attendance Rx Services System Tray Icon popup menu You may access this feature by right clicking on the Attendance Rx Services System Tray Icon and selecting Submit Employee TimeSlip The icon is located in the bottom right hand corner of your computer desktop by the Windows System Clock The icon is an employee seated behind and office desk e The Employee must first enter his or her PIN number assigned by the Administrator into the PIN field and press Enter It is not necessary to include the zeroes e Select the desired pay period to which transactions will be added During the timeslip editing process you may switch between any of the three available Pay Periods and make additional changes before submitting Available Pay Periods are limited to the Previous Pay Period the Current Pay Period and Future Pay Periods e Select the desired date of the transaction Note The allowable dates will be limited to the Pay Period selected in Step 3 e Enter an elapsed time in Hours and Minutes e Continue adding transactions of different types and dates until you are finished e Click Submit to end transaction entry and send to the Administrator e You may continue to select pay periods add more transactions or delete transactions until you are satisfied with the contents
24. YA Edit Totals Overtime Level2 0 00 1 00 1 00 Punch 7 IN View Deleted Vacation 0 00 F Sick Time 0 00 fizooam Q Details v Approve Other 0 00 Holiday 0 00 FMLA 0 00 re Ps SIS SIE Logged In admin Transactions are easily inserted when an employee forgets to punch IN or OUT Attendance Rx can store several different types of transactions some examples include NORMAL PC transactions REGULAR REG transactions INSERTED INS transactions and TIMESLIP 27 SLP transactions The various types of transactions allow for Salaried Exempt and Salaried Non Exempt employees to use the software A normal transaction is created when an employee clocks IN or OUT using the Add Employee Transaction feature An INSERTED transaction is a PUNCH or MISCELLANEOUS entry inserted by an Administrator using the Punch Editor feature A TIMESLIP transaction is created when an employee submits a transaction using the Submit Employee Time slip feature Salaried Employees Only An INSERTED transaction can be identified in the Punch Editor window by the text INS to the left of the transaction It appears the same on the Time Card Report A TIMESLIP transaction can be identified in the Punch Editor window by the text SLP to the left of the transaction as well as the Time Card Report A normal punch using the Add Employee Transaction feature can be identified in the Punch Editor window by the text CLK An administrator can also DELETE transa
25. clude all employees an individual shift or individual employee s Select the output format from the drop down list Select Export Edit the output options for the selected output format Select OK to export the data A Save As dialog will appear Enter the file name for the data to be exported Select OK to save the file or select Cancel to return to the Data Export window without saving the file Unapproved Timecards Unapproved Time Cards EN cp The following employees have not had their Time Cards approved by a Supervisor before an k d attempt was made to export their hours to Payroll Based on the Setup rules these employee must be approved before export Either approve their Time Cards are remove the rule that requires their Andrews Harold J 90 00 0 00 0 00 0 00 0 00 0 00 0 00 Bunn Christopher Carlson Emily Q Ray Kevin C Bailey Gardner S Wilson Margret K Hathoway Betty T Jenkins Sam A Jones Peter V Moore Gene N Morgan Zoe P Roberts Carl G Yates David L 35 Unapproved Time Cards are displayed when a user attempts to export time card data to payroll and not all employees Time Cards have been approved You will need to approve each time card in order to export the data to payroll Optionally you can turn off this feature by unchecking the option in the Administrator Setup screen under Time Card Approvals Wells Fargo ExpressPay Premier QwikPay and Intuit PC Access Import File Attendance Rx ex
26. ctions When deleting a normal or TIMESLIP transaction the Punch Editor does not actually delete the transaction from the database The transaction will no longer appear in the Punch Editor window but will appear on reports The transaction will be marked as DELETED DELETED transactions appear on a Time Card Report in a separate section entitled Deleted Transactions They are ignored in calculating the employee s total time accumulation An employee s total time accumulation is automatically updated when transactions are added or deleted Punch Editing How To s e Inserting an Employee Punch e Deleting an Employee Punch e Viewing the details of transactions and how the software calculates the totals e Editing the Total Time Accumulations e Printing the Time Card Inserting an Employee Punch Insert Manage 9 729 2003 D 7A Edit Totals Punch D X View Deleted To Insert an Employee Punch 1 From the main window of Attendance Rx click the Punch Editing icon or from the View menu select Punch Editing 2 Select an employee from the drop down menu 28 Select the Previous Pay Period Current Pay Period or the Future Pay Period Be certain to confirm transaction being inserted occurs within the date range of the pay period You will not be allowed to insert a punch that belongs in the current pay period into the previous pay period or vice versa Enter the correct Date You may use the calendar for adjusting the Date To display
27. e Level 2 Pay The Peachtree Pay Level 1 20 associated with Vacation Pay The Peachtree Pay Item Code associated with Vacation Pay The Peachtree Pay Level 1 20 associated with Holiday Pay The Peachtree Pay Item Code associated with Holiday Pay The Peachtree Pay Level 1 20 associated with Sick Pay The Peachtree Pay Item Code associated with Sick Pay The Peachtree Pay Level 1 20 associated with Other Pay Other Pay Item Code The Peachtree Pay Item Code associated with Other Pay Output Field Titles This value should match the Peachtree Import option chosen when executing the actual import to Peachtree The default is NO Batch Sequence Number The first ticket number that will be used in the resultant output file This number should be modified only if a previous installation of Attendance Rx has already been used to export employee time cards to Peachtree Any arbitrary changes to this field can cause imports to Peachtree to fail 3 After all fields have been entered correctly click on the OK button The software will then prompt you for the name of the Peachtree Complete export file csv Specify a file name and click on Save Save the location and the file name that you selected for use when importing to Peachtree Complete Accounting Ifthe pay period you have selected is complete the software will create the file specified and the export process is complete 41 Supervisors Supervisors Pos AuendonceRe AEE
28. e Select Time Card for your Report Type and select Future for your Pay Period e Select Preview or Print to view the information e Select an option from the left hand menu to exit this screen 33 Payroll Exports Exports The Attendance Rx system is designed to work with most common payroll programs The Export feature allows employee time and attendance data to be exported to a file in order that it can later be imported into a database spreadsheet or other programs Refresh ported to a file in order that it 3 Employees Ki Messages Harold J All Employees Individual Employees 34 Punch Editin E S O Individual Shift IS Reports A Export i Supervisors Output Format Advanced Payroll Integration QuickBooks Payroll Integration File Payroll Export Generic ASCII file delimited Peachtree Complete Accounting Version 7 0 csv ADP import file EPIP or CSV PayChex Paylink import file PayChex Preview import file PrimePay PrimeLink import file Wells Fargo ExpressPay Express Pay Plus import file 34 Premier Premier Plus import file QwikPay QwikPay Plus import file Intuit PC Access PC Access Jr import file Exporting Data From the main window of Attendance Rx click the Export icon or enter the View menu and choose Export Select the Pay Period Data may be exported for either the current previous or archived pay period Select the Group Selection Choices in
29. e on the Clock e Overtime Thresholds e 7th Day Overtime e Pay Interval Round 10 e Date Format e Time Totals Format e Time of Day Format e Day Change Offset For each shift used adjust the following items located in the Shifts and Lunches section as desired o Set up shift rules o Set up lunch rules 4 Add Employees to the Attendance Rx System 5 Generate a Rules Setup and Employee Profile Report After checking these reports for accuracy and making any desired changes you may begin entering transactions for all of your employees Attendance Rx Setup Wizard The first time Attendance Rx is executed the user will be presented with the Attendance Rx Pay Period Setup Wizard The Attendance Rx Pay Period Setup Wizard establishes the initial Pay Period settings for your Attendance Rx system The user must enter all of the following information before Attendance Rx will be allowed to operate Attendance Rx Setup Wizard Current Pay Period Start Date 11 Pay Period Type Next Pay Period Start Date Only required for Semi Monthly Pay Periods Overtime Thresholds Pay Interval Rounding Max Time on Clock Day Change Offset Shifts and Lunches At any time during the Pay Period Setup Wizard the user may use the BACK button to review or change previous settings When all information is entered the user must click on the FINISH button to complete the process and to start the Attendance Rx services Each of these setti
30. e to accept changes or Cancel to exit Edit Totals windows Edited changes are reflected on the screen under the Edits and Totals columns 30 NOTE Note that the edited hours are added to or deleted from the overall pay period totals They are not allocated to a particular day Printing a Time Card To print a Time Card e From the main window of Attendance Rx click the Punch Editing icon or from the View menu select Punch Editing e Select an employee from the drop down list box e Select Print to print a detailed time card e Select Close to return to the main window of Attendance Rx Submitting Employee TimeSlip This feature is for use by Employees entered as Salaried Employees in the Attendance Rx Employee Profiles feature Users may enter a batch of transactions as a single Time Slip This can be useful for employees who wish to submit vacation or holiday hours in advance or employees who track their own hours and submit their time at the end of each pay period Employees and users may submit time slips by using Submit Employee Time slip menu item from the Attendance Rx Services System Tray Icon popup menu Time Slips can be created and submitted for one pay period at a time Multiple Time Slips may be submitted to allow transactions to be submitted for multiple pay periods 31 Reports Reports Attendance Rx CIS Refresh RH Help print or export a report You may select all em r choose 3 Employees
31. enter their information J19 9919 HUH Salaried 9 24 2003 EEN 000000000 Shift 1 5 16 1985 08 mp 000000000 Shit 1 8 5 1990 Christopher S 000001 0001 O00000000 Salaried 7 13 2000 John C 000018 0018 000000000 Shit 2 9 1 2002 Brian F 000014 0014 000000000 Shit 2 1 1 1999 There are two ways to enter an employee You may place cursor in the first field available in the row Last name and begin typing Option two use the Wizard and click the Wizard button in the top right hand corner of the window Enter the employee s name badge number Pin Number employee number shift number Export ID and Hire Date Some of these numbers can be set to auto increment by adjusting the Employee Options Press Enter to accept the new employee information if using manual entry or press Finish to accept if using the Wizard To erase changes made before adding a new employee click Delete if using manual entry or Cancel is using the Wizard Select another option from the left hand menu to exit this screen Editing an Employee To Edit an Employee From the main window of Attendance Rx click the Employees icon or enter the View menu and choose Employees Firstname MI Badge PIN Number Salaried Shift HireDate D gt Harold J Top po0000000 Salaried 19 24 2003 Gardner S 000003 0003 000000000 Shit 1 5 16 1985 jo0008 0008 oo0000000 Shift 1 8 5 1990 Edit a column by modifying the text pressing
32. enter to save your JO 0001 000000000 Salaried 7 13 2000 mere n00018 0018 000000000 Shit 2 9 1 2002 F 000014 0014 00000000 Shift2 1 1 1999 Select the row containing the employee that needs to be edited Click Detail in the bottom right hand corner of the window Make the desired changes to the employee s information Click Save to save the changes and return to the Employees Window Click Cancel to lose the changes and return to the Employees Window Select another option from the left hand menu to exit this screen 14 Deleting an Employee To Delete an Employee From the main window of Attendance Rx click the Employees icon or enter the View menu and choose Employees Firstname MI Badge PIN Number Salaried Shift HireDate 00013 0013 o00000000 9 24 2003 Select Employee to Delete 0003 OOOOOOOOD Shift1 5 16 1985 Salaried Peer ooog oo0000000 Shift1 8 5 1990 0001 oooo00000 Salaried 7 13 2000 C 000018 0018 000000000 Shift2 9 1 2002 Brian F 000014 0014 oo0000000 Shift2 1 1 1999 H Select the row containing the employee that needs to be deleted Click the Delete button in the bottom right hand corner of the window Note You will not be able to delete an employee that still has punches in the current or previous pay periods You must wait until the employee no longer has punches in the system before you can delete them Select Yes in the Delete Employee dialog box to confirm the deletion select
33. er and select No in the Save Changes dialog box Day Change Offset A normal day by default begins at exactly 12 00AM midnight Some companies however may have employees that work overnight shifts their actual workday starting late in the day or evening and ending sometime on the next day Day change offset can be used to move the employee s workday change time backward or forward from midnight v Ifyou do not have employees that work thru midnight leave this setting at the default 23 v If your third shift employees begin working on Day 1 and end working on Day 2 and all hours are accredited to Day 1 leave this setting at the default v If your third shift employees begin working on Day 1 and end working on Day 2 and all hours are accredited to Day 2 set the Day Change Offset to your shift start time minus your shift start round Example If your Shift starts at 11 00 and you have a 30 minute round you would set your Day Change Offset to 10 30pm Editing Day Change Offset From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup Move your cursor to the Day Change Offset Change this value to the desired setting Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corer and select No in the Save Change
34. etrics Employee FIU Verification If you have Biometrics Functionality enabled your employees will be required to verify their fingerprint before Attendance Rx will allow them to clock IN or OUT Read more about Employee FIU verification Read more about Employee FIU Enroll Auto Clock IN OUT Auto Clock IN OUT allow you to automatically Clock IN when you login to your computer and Clock OUT when you logoff Access to this feature requires a PIN number assigned by the supervisor 45 Auto Clock IN OUT Setup To enable this feature e Right Click on the Attendance Rx tray icon in the system tray next to the system time e Click Auto Clock IN OUT Setup e Check the enable Auto Clock IN OUT and enter your Employee PIN number e Click OK to save your settings NOTE The next time you log off your computer you will automatically be clocked OUT Submit Employee Time Slip The Time Slip allows an employee to submit a batch of transactions and hour totals Access to this feature requires a PIN number assigned by the supervisor 46 e Time Slip The Time d submit 4 C ans las hours Enter your PN number and click th Select the Employee s Time Slip PIN 0013 Name Harold Andrews Pay Period Current 9 29 2003 to 10 12 2003 7 OTH BI Pay Period Totals Regular 10 01 03 800 0 00 0 00 Overtime Level 1 Overtime Level 2 Vacation Sick Time Other Holiday To Access Your Time Slip e Right Click o
35. ft or Salaried Employee If Individual Employee s is selected select the employee s s name If Individual Shift is selected select the shift number If you are generating either Hours Summary or Time Card reports select either the current previous or one of the available Archived Pay Periods Select the output where you want the report to go Choices include Print Preview or Export Select the method by which you want the report sorted if appropriate Methods available include First name Last name badge number employee number or shift Select the Print button if you wish to print a hard copy of the report Select the Preview button to view the report on the PC screen Select the Export button to create a ASCII report file or send the data to a Payroll program The default extension for the created file will be RPT The created file can be viewed later by clicking on the View File button and then selecting a previously saved RPT file Select Close to return to the main window of Attendance Rx Future Transactions Report The Transaction Report shows all transactions that have been entered via Time slip submission Manual Punch or User Edit that occur after the end of the current pay period These transactions will automatically be properly inserted into the appropriate pay period as it becomes current e From the main window of Attendance Rx click the Reports icon or click on the View menu and choose Reports
36. g in or out Supervisor Preferences 0 09 03 08 54 4M Show Punch Comment Dialog To Change User Preferences e Select File from the main window then Preferences e Set your preference for Time Totals Format e Select your preference for Date Format from the drop down list e Set your preference for Time of Day Format e To save your preferences click Save To cancel without saving your changes click cancel Employee Clients Add Employee Transaction Access to this feature requires a PIN number assigned by the supervisor fi Employee Transaction Enter the PIN number assigned to you by your supervisor and press enter Once your Status Information is displayed click Punch to Clock IN or OUT If you have forgotten your PIN please contact your a Supervisor dd ad od A Enter your PIH lt Click to retrieve Status Ete Information mE Status Information Name Christopher Dunn Status IN Last Punch 10 9 2003 8 00 00 AM IN Hours Today 8 50 Hours Period 85 00 Cancel Help To Add an Employee Transaction e Right Click on the Attendance Rx tray icon in the system tray next to the system time e Click Add Employee Transaction e Enter your Employee PIN number into the text box e You now have one of three options o Click the blue arrow next to the PIN to retrieve your IN OUT Status o Click Punch to Clock IN OUT o Click Punch and Close to Clock IN OUT closing the window when completed Biom
37. ionality is enabled To enroll and employee s FIU Go to the Employee screen in the Administrator by clicking Employees on the left side the of the Administrator Select the row for the given employee and click Enroll Hand The dialog displayed below will show Employee Hand Punch EN This employee is currently not enrolled on this workstation To enroll this employee to access this H ly workstation please click Enroll Employee below dy Enroll Employee Click Enroll Employee and follow the instructions as they are displayed on the screen 60
38. k Time Card Report The Time Card Report lists an employee s transactions and accumulations of time worked This may be for the current pay period previous pay period or any archived pay period The report may be for one employee employees on a specific shift or for all employees Who s In and Who s Out Report The Who s In and Who s Out Report lists all employees or a specific shift of names by who is punched IN or punched OUT Employee Profile Report The Employee Profile Report lists all of the employees who have been entered into the Attendance Rx system with their employee number badge number and shift number Rules Setup Report The Rules Setup Report lists all of the Setup Rules plus Admin Users and when the last Administrator made a change to any of the Attendance Rx rules Shifts Report The Shifts Report displays the Shift rules and Lunch rules for each shift including holiday settings Holiday Report The Holiday Report lists all holidays that have been entered into the Attendance Rx system Raw Transactions Report This report allows you to see how and when transactions were entered into the system by listing each transaction performed by pay period Time Card Approval Report The Time Card Approval Report shows you a two column list of employee names showing who has had their time card approved and who has not Approaching OT Daily Totals by Day This report shows the time totals for all employees
39. mum number of minutes an employee will lose from time worked totals for punching IN late or punching OUT early Lunch Start The earliest time of day at which an employee can punch out for lunch The system may adjust an employee s out to lunch punch to make sure that a full Lunch Duration is taken Lunch End This is the latest time of day at which an employee should punch back in from lunch The system may adjust an employee s IN from lunch punch to make sure that a full Lunch Duration is taken Lunch Duration The number of minutes for lunch that will be subtracted from time worked totals Lunch Duration is ignored if the employee s lunch rules are disabled Auto Lunch After Auto Lunch After is the minimum amount of time that must elapse from the employee s last IN punch before the Lunch Duration is subtracted from the employee s work time Edit Time Totals The Edit Time Totals feature allows an employee s total time accumulations to be adjusted without altering the punch information Adjustments can be made for both current and the previous pay periods to regular overtime 1 and overtime 2 hour accumulations Hours Summary Report The Hours Summary Report lists hours worked by regular and overtime hours This report can be generated be for an individual employee a specific shift or all employees for the current or previous pay period If the employee has missed a punch the Hours Summary Total will be noted with an asteris
40. n as a deduction otherwise as earning If checked export Holiday as a deduction otherwise as earning If checked export Sick as a deduction otherwise as earning If checked export Other as a deduction otherwise as earning The PayChex Preview Import Sequence Number PrimePay PrimeLink Export Attendance Rx exports employee profile and time card data to a PrimePay PrimeLink import file based on values entered for the following fields Batch Sequence Number Overtime Level 1 Pay Code Overtime Level 2 Pay Code Vacation Pay Code Holiday Pay Code Sick Pay Code Other Pay Code The numeric PrimePay PrimeLink Import Batch Number The value to use in the PrimePay PrimeLink import Coded Hours field for Overtime Level 1 Hours The value to use in the PrimePay PrimeLink import Coded Hours field for Overtime Level 2 Hours The value to use in the PrimePay PrimeLink import Coded Hours field for Vacation Hours The value to use in the PrimePay PrimeLink import Coded Hours field for Holiday Hours The value to use in the PrimePay PrimeLink import Coded Hours field for Sick Hours The value to use in the PrimePay PrimeLink import Coded Hours field for Other Hours QuickBooks Payroll Integration The Attendance Rx Software easily exports employee Time Card data to QuickBooks including Regular Hours and Adjustments Overtime Level 1Hours and Adjustments and Overtime Level 2 Hours and Adjustments Vacation Hours Holiday H
41. n the Attendance Rx tray icon in the system tray next to the system time e Click Submit Employee Time Slip e Enter your Employee PIN number into the text box e Click the blue arrow next to the PIN to retrieve a new Time Slip or a saved Time Slip if one exists e Choose the Pay Period for the Time Slip you would like to submit To Edit Your Time Slip Once your Time Slip has been accessed you can edit the totals for any day listed on the left side of the screen e Select the row cooresponding to the date you want to edit e Select the column under the category you want to edit e Simply type over the existing value with your new total e Your New totals will be displayed to the right of the values you are editing under Pay Period Totals To Submit Your Time Slip 47 Once your Time Slip has been modified click Submit to save your changes to the Supervisor IN OUT Board Client Connection Settings The Employee IN OUT Board displays the current status of all employees Employees who are currrently clocked IN appear in the left pane while employees who are currently clocked OUT appear in the right pane IN OUT Board File View Help Andrews Harold Carlson Emily Dunn Christopher Esterman John Fulten Brian Hathoway Betty Jones Peter Kelly William Kratch Loren Lundraw Quincy Moore Gene Porter Angela Roberts Carl Victors Brenda Wilson Margret Yates David Pile ES Bailey Gardner Jenkins Sam
42. ngs can be changed at any time during normal operation using the Setup form of the Attendance Rx Administrator If the wizard is cancelled the Attendance Rx will automatically run it again the next time it is started 12 Administrator Employees Employees The Employees section allows you to view all of your employees and their information You can add a new employee delete or modify an existing employee E Attendance Rx 3 Employees 3 Messages Harold Gardner Emily Christopher John IS Reports Brian Betty Sam S Punch Editing A Export Supervisors Peter William re 3 me 0 A mn CO o Db WE 000003 000008 000001 000018 000014 000005 000006 oo0007 000015 Logged In admin Employee How To s Adding a New Employee Editing an Employee Deleting an Employee Biometrics Enrolling an Employee Fingerprint 0013 DO 00 Salaried oo0000000 First Shift 000000000 First Shift 000000000 First Shift 000000000 Shift 2 00000000 Shift 2 00000000 Shift 3 oooooo000 Shift 3 KOU Shift 3 oooo00000 First Shift 5 16 1985 8 5 1990 7 13 2000 9 1 2002 1 1 1999 6 5 1997 6 15 2000 1 1 2001 1 1 2002 g Please note that biometrics must be installed and enabled to use this functionality Adding a new Employee From the main window of Attendance Rx click the Employees icon or enter the View menu and select Employees 13 Add a new employee by EE EEN EE E EEN
43. o 10 20 Example 2 Pay Interval Round time set to 15 minutes Punch at 10 07 will round to 10 00 Punch at 10 08 will round to 10 15 The default value for Pay Interval Round is one minute Editing the Pay Interval Round Setting 1 From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup Choose the desired Pay Interval Round value from its drop down list Choices include 1 5 6 10 or 15 minute s Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box Overtime Thresholds Overtime Thresholds specify the amount of time an employee must work before overtime will begin to accumulate The threshold amounts may be set on both a daily basis and weekly basis Both the daily and weekly overtime thresholds may be set at two different levels to reflect company policy If your employees are paid overtime only for working more than 40 hours in one week then set Daily level 1 and 2 to 24 hours Set Weekly Level 1 to 40 hours and Weekly Level 2 to 168 hours Example The employer decides to pay employees at 1 5 times their pay rate time and a half if a given employee works over 40 hours in a week and 2 times the normal pay rate double time if the employee wo
44. of each of the pay period s Time Slips You may cancel at anytime during this process to ensure the entries will NOT be submitted to the Administrator 50 Setting up QuickBooks to communicate with Attendance Rx Before you begin Make sure QuickBooks Pro Premier is installed on your local computer and that you have access to the company file QBW 1 Enable your QuickBooks company file to use time tracking You will need to enable your company file to use time data to create paychecks This must be enabled to allow Attendance Rx to interface with your company file To turn on time tracking A From the Edit menu choose Preferences In the Preferences window select Time Tracking from the scroll box on the left Click the Company Preferences tab and click Yes in response to Do You Track Time NOTE QuickBooks may close all windows after this setting has been changed D In the Preferences window select Payroll and Employees from the scroll box on the left E Click the Company Preferences tab and click Employee Defaults button Make sure use time data to create paychecks is checked and if not check this option G Click OK to close the Employee Defaults window then click OK again to close the Preferences window Create OuickBooks Hourly Wage Pay Items for Regular Overtime Level 1 and Overtime Level 2 The Attendance Rx Software exports employee time card data as Regular Overtime 1 Overtime 2 Vacation Holida
45. once per month Select Save to save your changes To guit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corner and select No in the Save Changes dialog box Setting the Next Pay Period Start Date The Next Pay Period Start Date is the date on which the next pay period will start Set the Pay Period Length prior to setting the Next Pay Period Start Date The next pay period start date must be greater than the current time and date and less than the current time and date plus the length of the pay period Changing the Next Pay Period Start Date Setting e From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup e Change the Next Pay Period Start Date value to the desired future date e Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corner and select No in the Save Changes dialog box Pay Interval Round The Pay Interval Round allows the time worked totals to be rounded and calculated to the nearest one five ten or fifteen minute interval Example 1 20 Pay Interval Round time set to 10 minutes e Punch at 10 14 will round to 10 10 Punch at 10 15 will round t
46. ours Sick hours and Other hours The following topics will guide you throughout the export process e Setting up QuickBooks to communicate with Attendance Rx Page 51 e Setting up Attendance Rx to communicate with QuickBooks Page 52 e Exporting Attendance Rx employee Timecard data to QuickBooks Page 52 Peachtree Complete Accounting Export 1 In the Attendance Rx system click Export and select Peachtree Complete Accounting as the target export format 39 In the Export Options dialog that appears on the next dialog enter the appropriate values in the fields as listed below The Attendance Rx software exports employee time card data to a Peachtree Complete Accounting import file format based on values entered for the following fields Regular Pay Level Regular Pay Item Code Overtime Pay Level Overtime 1 Pay Item Code Overtime 2 Pay Level Overtime 2 Pay Item Code Vacation Pay Level Vacation Pay Item Code Holiday Pay Level Holiday Pay Item Code Sick Pay Level Sick Pay Item Code Other Pay Level 40 The Peachtree Pay Level 1 20 associated with Regular Pay The Peachtree Pay Item Code associated with Regular Pay The Peachtree Pay Level 1 20 associated with Overtime Level 1 Pay The Peachtree Pay Item Code associated with Overtime Level 1 Pay The Peachtree Pay Level 1 20 associated with Overtime Level 2 Pay The Peachtree Pay Item Code associated with Overtim
47. overtime by setting the values to zero hours 7th Day Overtime When enabled 7th Day Overtime will promote all hours worked on the seventh consecutive worked day to the next higher pay level Overtime or Overtime 2 provided that the 7 consecutive days start at the beginning of the a given week of the pay period This rule affects only the Daily Overtime calculations and will not overwrite any Weekly Overtime rule settings Note This feature was added to accommodate a law commonly referred to as California Overtime To enable 7 Day Overtime e From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup e Click on the 7th Day Overtime checkbox e Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corner and select No in the Save Changes dialog box 22 Max Time on Clock The Max Time on the Clock feature allows the clock to gain some control over missed punches The system assumes that an employee has missed an out punch after the maximum time on the clock has been exceeded The system will change the employee s status to out with zero accumulated time for that punch It will note the missed punch on the time card and hours summary report The default value for Max Time On Clock is twelve hours 12 00 No
48. ports employee hours summary data to Wells Fargo ExpressPay Premier and QwikPay payroll packages using the Intuit PC Access Time Clock Interface import file format The following list describes the required export configuration fields when exporting using this format Company Name Regular Pay Code Overtime Level 1 Pay Code Overtime Level 2 Pay Code Vacation Code Holiday Code Sick Code Other Code 36 Payroll application company name Determined by the payroll application being used Payroll application pay code assigned to Regular Worked Hours PLUS only ignored in applications that use PC Access JR format Payroll application pay code assigned to Overtime Level 1 Worked Hours PLUS only ignored in applications that use PC Access JR format Payroll application pay code assigned to Overtime Level 2 Worked Hours Payroll application pay code assigned to Vacation Hours Check Export as Deduction to export as negative hours Payroll application pay code assigned to Holiday Hours Check Export as Deduction to export as negative hours Payroll application pay code assigned to Sick Hours Check Export as Deduction to export as negative hours Payroll application pay code assigned to Other Hours Check Export as Deduction to export as negative hours PayChex Paylink Export Attendance Rx exports employee profile and time card data to a PayCheck PayLink import file based on values entered fo
49. r the following fields Office Number Client ID Site Number Sequence Number Vacation Pay Code Holiday Pay Code Sick Pay Code Other Pay Code The PayChex Paylink office number Your PayChex Paylink Client ID The PayChex Paylink Site number for the employees entered in the Time and Attendance Software The PayChex Paylink Import Sequence Number A valid PayChex Paylink pay code for Vacation Pay A valid PayChex Paylink pay code for Holiday Pay A valid PayChex Paylink pay code for Sick Pay A valid PayChex Paylink pay code for Other Pay 37 PayChex Preview Export Attendance Rx exports employee profile and time card data to a PayChex Preview import file based on values entered for the following fields Client Number Regular Pay Code Overtime Level Pay Code Overtime Level 2 Pay Code Vacation Pay Code Holiday Pay Code Sick Pay Code Other Pay Code Vacation Export as Deduction Holiday Export as Deduction Sick Export as Deduction Other Export as Deduction Sequence 38 Your PayChex Preview Client ID PayChex Preview Pay Code for Regular Hourly Wages PayChex Preview Pay Code for Overtime Level 1 Hourly Wages PayChex Preview Pay Code for Overtime Level 2 Hourly Wages PayChex Preview Pay Code for Vacation Hourly Wages PayChex Preview Pay Code for Holiday Hourly Wages PayChex Preview Pay Code for Sick Hourly Wages PayChex Preview Pay Code forlOther Hourly Wages If checked export Vacatio
50. ral see Overtime Thresholds Pay Interval Rounding The Attendance Rx Pay Period Setup Wizard allows the user to specify how time intervals will be rounded Attendance Rx supports rounding to the nearest one 1 five 5 six 6 ten 10 or fifteen 15 minute interval For More information Please see Pay Interval Rounding Max Time On Clock Max Time on Clock specifies how long an employee can be punched in before assuming that the employee forgot to punch out For more information please see Max Time on Clock Day Change Offset By setting a Day Change Offset the user can adjust the time of day that one day changes to the next to a time other than midnight For more information please see Day Change Offset Employee Name The employee name is associated with a particular badge number The employee name will show up in reports Reports can be sorted alphabetically Enter last names first if reports need to be sorted by last name Employee Badge Number This number must be unique among employees and between 1 and 9999 This must be the same number as the employees badge used at the Prox terminal Employee PIN This number must be unique among employees and between 1 and 9999 This number is used to clock in and out at the PC Employee Number This is the number to be associated with an employee This is typically a Social Security or payroll number Employee Shift Assignment The shift number defines which set
51. rks over 48 hours in a week To implement these rules set the first level weekly overtime threshold to 40 hours and the second level to 48 hours If an employee then works 60 hours in a particular week the totals generated will be Regular 40 00 21 e Overtime 1 08 00 e Overtime 2 12 00 Editing the Daily Overtime Threshold Values From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup Move your cursor to the Daily Overtime value Change this value to the desired setting for each of the two available levels Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box Editing the Weekly Overtime Threshold Values From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup 2 Move your cursor to the Weekly Overtime value Change this value to the desired setting for each of the two available levels Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corner and select No in the Save Changes dialog box Disable Overtime You can disable
52. rofile and time card data to two ADP import file formats based on values entered for the following fields Company Code Batch Sequence Number Pay Number Overtime Level 2 Pay Code Overtime Level 2 Pay Code Name Vacation Pay Code Vacation Pay Code Name Holiday Pay Code Holiday Pay Code Name Sick Pay Code Sick Pay Code Name 54 The 3 character alpha numeric ADP Company Code The numeric ADP Import Batch Number The numeric ADP Pay Number The value to use in the ADP import Coded Hours field for Overtime Level 2 Hours The name of the value to use in the ADP import Coded Hours field for Overtime Level 2 Hours The value to use in the ADP import Coded Hours field for Vacation Hours The name of the value to use in the ADP import Coded Hours field for Vacation Hours The value to use in the ADP import Coded Hours field for Holiday Hours The name of the value to use in the ADP import Coded Hours field for Holiday Hours The value to use in the ADP import Coded Hours field for Sick Hours The name of the value to use in the ADP import Coded Hours field for Sick Hours Other Pay Code The value to use in the ADP import Coded Hours field for Other Hours Other Pay Code Name The name of the value to use in the ADP import Coded Hours field for Other Hours Output to ADP CSV format Chooses ADP Comma Delimited format for ADP Data Import WINDOWS Output to ADP EPIP format Chooses ADP EPIP format for ADP Data Impor
53. s dialog box Salaried Employee Settings The Salaried Employee Settings section allows you to set the parameters for which your salaried employees will be paid To Change Salaried Employee Settings e From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup e If your salaried employees receive paid holidays place a check in the Pay Holidays checkbox Also place the number of hours each salaried employee should be compensated for each holiday e Enter the number of hours that your salaried employees are paid each pay period This value will be exported every week to payroll e Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box 24 Shifts Shifts iefresh Print Z Help employee to a E A 4 Messages Shit Rules edge el MF Shift Rules Enabled Round Grace Dock M Holidays are paid Minutes Minutes Minutes 2 Punch Editing Hours to pay for e E shittStat oeoa E 9 C53 Is each Holiday E Reports ss feo 3 OC HE d Export Supervisors Lunch Rules M Lunch Rules Enabled Lunch Stat 12 00 PM 4 Lunch Duration minutes Lunch End 12 30 PM Auto After hours FEE EES ER Pi EC Er Logged In admin A shift can be
54. s of transactions and how the software calculates totals 29 Insert Manage 8728 2003 z 4 Edit Totals To view details e From the main window of Attendance Rx click the Punch Editing icon or from the View menu select Punch Editing e Select an employee from the drop down list box e Select the desired pay period e Select a transaction Click on the Details button or press at the same time ALT and T The Punch Details dialog screen appears It lists the rules applied to both the IN and OUT punch as well as adjustments made to the total time e Select OK to exit the Punch Details dialog screen Editing the Total Time Accumulations Edit Totals x Enter time for Regular Overtime Level 1 Overtime Level 2 hours for Save this Pay Period Cancel Regular Overtime 1 Overtime 2 To Edit Total Time Accumulations e From the main window of Attendance Rx click the Punch Editing icon or from the View menu select Punch Editing e Select an employee from the drop down list box e Select Edit Totals or press at the same time lt ALT gt and E The Edit Time Totals dialog screen appears e Time can be added to or subtracted from an employee s total time for either the current or previous pay period Hours may be allocated as Regular Overtime 1 or Overtime 2 categories A value of 0 00 means that no time will be added to or subtracted from the employee s total time accumulations e Select Sav
55. t DOS Importing Attendance Rx data into Peachtree Complete Accounting To import your Attendance Rx employee time card data to Peachtree Complete Accounting you must first follow the instructions found in Setting up Peachtree Complete Accounting to Import Time and Attendance Data and Exporting Time and Attendance data to a Peachtree Complete Accounting import file to create a Peachtree Complete Accounting compatible file After creating a Peachtree Compatible file from Attendance Rx data go to the Import Export form in your Peachtree Complete Accounting software and create a new export format including all fields and with Field Headers in first Record selected Then selected the file and execute the import Setting up Peachtree Complete Accounting Version 7 0 Inventory Items You must set up inventory item s that are associated with REG OT1 OT2 VAC HOL SIC and OTH hourly wages Normally this is one item but may be defined individually for each level Please see Peachtree Accounting help for instructions on setting up Employee Time slip Items Employees Before you can import Time Card data to Peachtree Complete Accounting you must make sure that the employee IDs assigned to the employees in Peachtree matches the Export IDs for each of the employees defined in the Attendance Rx software Mismatched employee ID s will generate an error when attempting to import to Peachtree Complete Accounting and may cause unexpected results 5
56. te To Disable Max Time On Clock consideration during calculations set Max Time on Clock to zero hours 00 00 Editing the Max Time on Clock setting From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup 2 Change the Max Time On Clock value to the desired setting Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corner and select No in the Save Changes dialog box Time Card Approvals The Attendance Rx system allows you to prevent exporting time cards to payroll software that has not yet been approved Setting your Time Card Approval Preferences e From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup e Ifyou want to prevent exporting unapproved time cards for hourly employees check the box labeled Do not export unapproved Time Cards for Hourly Employees e Ifyou want to prevent exporting unapproved time cards for salaried employees check the box labeled Do not export unapproved Time Cards for Salaried Employees e Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand corn
57. the calendar click on the drop down menu arrow Other options include highlighting the correct place in the date field or place your cursor in the date field and using your keyboard type the correct information 5 Enter the correct Time You may select the appropriate arrows Up or Down to adjust Time of desired transaction or miscellaneous entry or simply highlight the portion of the time displayed and type using your keyboard the correct information Select the type of transaction to insert from the drop down menu select either Punch Holiday Vacation Sick Reg FMLA or Other Select Insert or press at the same time lt ALT gt and I The punch will immediately appear in the window it will look like the image shown above Deleting an Employee Punch To Delete an Employee Punch e From the main window of Attendance Rx click the Punch Editing icon or from the View menu select Punch Editing e Select an employee from the drop down list box e Select desired Pay Period e Select the transaction to be deleted by pointing and left clicking one time with your mouse e Select Delete or press at the same time ALT and D Deleted Punches A DELETED punch does NOT appear in the Punch Editing window and is ignored in calculating the employee s total time accumulation Viewing Deleted Punches To view a DELETED punch select the View Deleted button and a window will display a list of the DELETED punches Viewing the detail
58. ur changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box Employee Qualification for Holidays 49 e If your company requires that an employee work a certain number of days before becoming eligible for paid holidays it can be entered on this screen e From the main window of Attendance Rx click the Setup icon or enter the View menu and choose Setup e Click on the Holiday Tab to adjust Holiday Settings e Enter the number of days an employee must be employed before paid holidays are allowed in the Number of calendar days after Hire Date when an employee becomes eligible for Holiday Pay e Select Save to save your changes To quit without saving changes select another option from the left hand navigation and select No in the Save Changes dialog box To restore your original settings click Refresh in the top right hand comer and select No in the Save Changes dialog box About Future Transactions Transactions and Punches added to the Future Pay Period will only appear in the Future Transactions Report until such time as the Pay Period the transaction occurs becomes the Current Pay Period Only Holiday Vacation Sick and Other transactions can be submitted to the Future Pay Period Punches can only be submitted to the Current and
59. ur database and system Wis preferences Data Tools WARNING Initializing the Database and Users will destroy data perminantly so use with caution Clear all data from the database and run Aalt 2 Setup Wizard to reinitialize database Initialize Database Clear all users from the database and Initialize Users re enter the default user Import data from an another Acroprint or Intuit application Import TSPC Import HRx Import QuickBooks Define Settings to enable punch transactions E to be exported to a flat file Setup Punch Export EI Maximum Number of Employee 50 Upgrade EI Display all critical events occuring during the View Event Log given pay period e Initialize Database Clear all information from the database and invoke the setup wizard Please note this will delete all previous information e Initialize Users Reinitialize the users to the initial installed settings e Import from Acroprint HRx Import Employees From Acroprint s HRx software e Import from Acroprint TimeStationPC Import employees setup rules and shifts from an existing TimeStationPC or TimeStationPC Network database e Setup Punch Export Configure settings to export punch transactions to a text file after each successful clock IN or OUT from an employee e Upgrade Maximum Number of Employees Upgrade ability to add additional employees to Attendance Rx Requires a purchased upgrade from Acroprint
60. y Sick and Other hours QuickBooks must be setup with a unique Hourly Wage Pay Item for each of these employee hours values Please refer to your QuickBooks documentation for information on how to create and modify Hourly Wage Pay Items Once you have created Hourly Wage Pay Items associated with Regular Overtime1 Overtime 2 Vacation Holiday Sick and Other you must write down or remember the exact names for each The Attendance Rx software will require the user to supply these names prior to exporting employee time card data The Attendance Rx software default values for these items are Regular Pay Overtime Pay Premium Overtime Pay Vacation Pay Holiday Pay Sick Pay and Other Pay 3 Add Employees If you attempt to export an employee s timecard to QuickBooks and the employee does not exist in the application you will be prompted to add the employee s at the time of the export 51 Setting up Attendance Rx to communicate with QuickBooks Add existing QuickBooks employee names to your new Attendance Rx Software For QuickBooks Integration each employee name must be a unique combination of characters Attendance Rx does not restrict the user by enforcing uniqueness among all employee names In order to accommodate QuickBooks s unique employee name requirement the Attendance Rx exports information to QuickBooks using the Export ID assigned to each employee When adding employees to Attendance Rx who
61. yee s combined Regular and Overtime hours for the week have reached the Weekly Overtime Level 2 Threshold all subsequent hours worked for the week will accrue to Overtime Level 2 To disable either Weekly Overtime 1 or Weekly Overtime 2 set the Overtime Level 1 or Overtime Level 2 threshold to zero 0 or set either Overtime Threshold to a large value that can never be reached The default value for Weekly Overtime Threshold Level 1 is 40 hours The default value for Weekly Overtime Threshold Level 2 is 168 hours disabled logically unreachable California Overtime California Overtime Rule settings as of the release of this product are as follows Daily Overtime Level 1 Threshold 8hrs Overtime Level 2 Threshold 12hrs Weekly Overtime Level 1 Threshold 40hrs Overtime Level 2 Threshold 168hrs disabled 7th Day Overtime ENABLED Shift Start Time The time of day employees in this shift are scheduled to begin work Shift Stop Time The time of day employees on the shift are scheduled to stop working Shift Round The number of minutes before the Shift Start Time or after the Shift Stop Time in which employee punches will be treated as if they had occurred exactly on the Shift Start and Stop Times Shift Grace The number of minutes after the Shift Start Time or before the Shift Stop Time in which employee punches will be treated as if they had occurred exactly on the Shift Start and Stop Times Shift Dock The maxi
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