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Lathem PC600-KIT Use and Care Manual

1. Press View Edit Punches The Punches screen will display Use the left or right arrows to select the desired date and press the Punch button Using the up and down arrows set the desired hour and minute and then click OK At the confirmation screen select Yes to add the punch The added punch will display on the screen and will be added to the timecard When finished press the button to return to the default screen Viewing Totals At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 At the Select an Employee screen press the button of the desired employee 22 PAYCLOCK amp PC600 USER S GUIDE Press View Totals The employee s grand totals for the pay period and any benefit time will display When finished press the button to return to the default screen Send Message At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 At the Select an Employee screen press the button of the desired employee Press Send Message Select to send a
2. Time Zone From the list select the time zone that the terminal will use The default setting is Eastern Time Daylight Saving Time Select whether DST will be turned On or Off The default setting is On Time Format Select whether the hours will display as 12 hour AM PM or 24 Hour 0 23 on the terminal The default setting is 12 Hour Time Source Select whether the terminal will get its time from the internet NIST or from the PayClock server computer The default setting is NIST General Settings Supported Validation Types This area is used to configure the terminal to accept PIN entry Badge entry or both The default is to have both enabled PIN Entry Select this option if you wish employees to be able to use the Clock In Out function on the touch screen of the terminal Note Employees will not be able to enter their PIN if this option is unchecked Badge Entry Select this option if you wish employees to be able to present a badge and badge In Out on the terminal Note The badge reader will be disabled if this option is unchecked Password Admin Password This password is used to access the Admin functions on the terminal The default password is 99999 Note Only one admin is available on the PC600 terminal 68 PAYCLOCK amp PC600 USER S GUIDE The Admin functions on the terminal include Device Information Network Setup Date Time Setup Error Log and Reset Power Save Power Save Mode T
3. 25 PAYCLOCK amp PC600 USER S GUIDE Disable Badge Entry Press the Disable Badge Entry option There will be a check M in the box when badge entry has been disabled When finished press the button to return to the default screen 26 PAYCLOCK amp PC600 USER S GUIDE Install the PayClock Software The PayClock install loads the client and server application as well as your database CAUTION Before proceeding with your PayClock installation verify that your PC meets ALL of the System Requirements listed on page 6 Standard Install Follow these instructions for these scenarios whether it is a new install o J Of r an upgrade You want PayClock to only run on one computer You want to install the PayClock Server in multi user system The multi user license must be activated if you wish to access the PayClock software from different computers on your network Additional license fees may apply You will have to register your PayClock software first in order to activate the multi user license Run the PayClock Setup Program Go to the computer where you want to install PayClock Make sure your screen saver is not showing before inserting the PayClock CD Insert the PayClock CD into your computer s CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window The Setup program should run automa
4. IP turn off DHCP by pressing the OFF button The screen will refresh and more buttons will become active Press the IP Address button The IP Address screen will display Using the numeric key pad enter the IP address you want to assign to the terminal and press OK Press the Subnet Mask button The Subnet Mask screen will display Using the numeric key pad enter the address you want to assign to the terminal and press OK Press the Gateway button The Default Gateway screen will display 14 PAYCLOCK amp PC600 USER S GUIDE e Using the numeric key pad enter the address you want to assign to the terminal and press OK e When finished press the back button until you have returned to the default screen Network Setup Host Settings This menu allows you to manually configure the network communication settings between the PC600 and PayClock software Note Typically these settings are determined during the installation of the PayClock software and it isn t necessary to modify the settings To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display e Using the numeric key pad enter the administrator PIN number and press Enter e The Administrator Main Menu screen will display e Press Network Settings The Network Setup screen will display e If you want to set the Host IP address press Define Host and then press the Host IP button e Using the numeric key
5. Select the Internet Protocol TCP IP item Click the Properties button Choose Use the following IP address Enter the values outlined in this document Click OK and then click Close 85 PAYCLOCK amp PC600 USER S GUIDE Windows Vista Click Start gt Control Panel gt Network and Internet View Network Status and Task gt Manage Network Connections Click on Manage Network Connections Right click on the desired connection in the list and select Properties Click Continue on the User Access Control message Select the Internet Protocol Version 4 TCP IPv4 item Click the Properties button Choose Use the following IP address Enter the values outlined in this document Click OK and then click Close Windows 7 Click Start gt Control Panel gt Network and Internet View Network Status and Task gt Manage Network Connections Click on Change Adapter Settings Right click on the desired connection in the list and select Properties Select the Internet Protocol Version 4 TCP IPv4 item Click the Properties button Choose Use the following IP address Enter the values outlined in this document Click OK and then click Close 86 PAYCLOCK amp PC600 USER S GUIDE A Accessories 3 Activating Live Sync 71 Adding a New Employee 43 Adding a Note 57 Adding a PC600 65 Adding Amounts 57 Adding Employees 42 Adding Non Work Time 54 55 Adding Punches 53 54 Administrator functions at the
6. 720 Wedoesday July 28 2010 Ola G22 03a ta OSa OSa 07a Oba 09s 10a lla 1p Qip Op 03p Op Sfp Op 0p Opti See the PayClock Help for detailed information on using the Timecard Tab Timecard Ribbon Bar The Timecard Ribbon Bar has the following button groups Data Recalculate Refresh Global View Select Pay Class Export Close and Help as well as a status bar You can poll the terminal s recalculate employee data make adjustments globally to groups of 47 PAYCLOCK amp PC600 USER S GUIDE employees select which Pay Class to edit the data for select the time period for the edits export payroll data and close the pay period The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages regular time overtime vacation etc Filter 22 Group By E Columns find employee by name Name a Approved Number Total Time Total Wages Regular Overtime 1 Overtime 2 Benedict Frank 8 046 26 522 37 046 26 Cunningham Barbara 6 039 50 597 50 039 50 Heard Doris E 9 0 00 Jenkins Nathan 3 054 02 162 10 054 02 You can filter the employees that display in the list and define which columns display You can also approve the employee timecards Data can be viewed for open or closed pay periods When you highlight or select an employee in the list the timecard on the right side of the window displays the data associated with the employee sel
7. Ll the option Using the Quick Search SP Filter Q2 Group By E Columns And enpioyee by name Type a few letters of the desired APRENE name in the Quick Search field all employees with those letters will display in the employee list The full name or just a few letters can be entered in the Find employee by name field Setting the Columns in the Employee List Click the Columns Columns button at the Employee List area to define the columns that will display in the Employee List When you click the Columns button the Timecard Options window will open From the available columns select what you want to display in the summary list by placing a check Jin the box If you don t want a column to display in the summary list uncheck L the box Note The Name and Approved columns are fixed and can t be hidden or moved Employee Timecard and Toolbar The Employee Timecard is used to view and edit an employees punch and non work data Use the Employee List to select an employee and the pay period navigation buttons to the select the pay period 49 PAYCLOCK amp PC600 USER S GUIDE When an employee is selected from Employee List their individual timecard will display with their punch data for the selected pay period The Timecard has 3 areas the toolbar the employee information and the timecard table The Timecard Toolbar allows you to add punches and non work time search for exceptions insert notes and d
8. preferences The PayClock Orb The PayClock Orb located at the top left corner allows quick access to a number of important tools Click on the PayClock orb to access the following critical functions Backup Restore Data Upgrade PayClock Check for Updates Support Assistant Exit lackup Restore Data 33 PAYCLOCK amp PC600 USER S GUIDE Logging into PayClock PayClock is a single user system by default with one user account Administrator The Administrator account gives the user full access to PayClock Open the PayClock software by clicking on the 2 PayClock Icon located on your desktop Log In To begin using PayClock you must first Log In to the system at the Log In window PayClock has one default user the Administrator The Administrator has full access to system information and functions NOTE You may upgrade PayClock to a Multi User system Refer to page 31 of this User s Guide for information on upgrading to multi user onc E 1 From the Log In window choose Administrator from the User List 2 Enter the default password lathem 34 PAYCLOCK amp PC600 USER S GUIDE 3 Click OK and the software will open A welcome tone will let you know that PayClock is ready for use Create and Change Your Password You should create your own unique password to protect sensitive payroll data la ot Old Password New P
9. 1 1 and Subnet Mask 255 0 0 0 Step 2 Connect the Ethernet cable to the computer and PC600 e The computer will go through the process of acquiring the IP connection Step 3 At the PC600 terminal e Access the Administrator Main Menu e Press the Network Setup button e Set the DHCP to Off e Enter the IP address using the computer s IP as reference i e 10 0 1 2 e Enter the Subnet Mask same as what was entered at the pc i e 255 0 0 0 e Leave the Gateway at the default 0 0 0 0 e Press the Define Host button 84 PAYCLOCK amp PC600 USER S GUIDE Press the Host IP button Enter the IP address configured at the computer i e 10 0 1 1 Press the back D button until you have returned to the default screen Step 4 At the PayClock software Open the PayClock software and click on the Terminal Manager tab Note The Auto Discovery will not work for this scenario Click the Add Terminal button and select PC600 Enter the IP address given to the PC600 in the Device IP Address field Enter the IP address given to the computer in the Server IP Address field Click Save Click the Test Connection button and verify the communications More Information To access the NIC settings follow the steps for the appropriate Windows operating system Windows XP Click Start gt Control Panel gt Network Connections Right click on the desired connection in the list and select Properties
10. Click the Reports tab on the ribbon bar and the Reports window will display e Double click on the report in the list you want to view e The report will show in the preview area with all employees Including certain Employees in the selected report To select certain employees to include on a report single click on the desired report in the list and then click the Select Employees button and choose the desired employees e Click the Reports tab on the ribbon bar and the Reports window will display e Single click on the report in the list you want to view e Click the Select Employees button and the Select Employees window will open e Select the employee s to include on the report and click Show Report e The report will show in the preview area with the selected employee s Selecting the Pay Period for the report e Select and preview the desired report e Choose the pay period for the report by clicking the Pay Period navigation buttons You can select any open or closed pay period See the PayClock Help for detailed information on running Reports 64 PAYCLOCK amp PC600 USER S GUIDE Setting up your Terminal The Terminal Manager tab of the ribbon bar is used to maintain the terminals used to collect punch data When you click on the Terminal Manager tab you will see 3 areas the Terminal Manager Ribbon Bar the Terminals List and the Terminal Properties and Toolbar Home Timecode Scheding Re
11. Olip 2p 03p 04p O05p O06p O07p 08p PEEP EE EE yAtAyNAA AAA gAnN pAANyANa yANtpANA yttiyttt yAtayann yAtnytnn gitnyaa phnytttyhnngint yontytna ptnngtni phuopiii piripi aauiua 07 27 11 30 11 45 04 09 Adjusted Punches e Actual Punches area Displays the unrounded punches e Adjusted Punches area Displays the punches after they have been rounded e Schedule area Displays the shift that is being used for the selected day The open shift will be represented by a green bar in the Schedule area aa An assigned shift rule will be represented by a light blue bar in the Schedule area Note In or Out revisions set up on the shift rule will be represented by a yellow area before In revision or after Out revision the light blue bar a A flexible shift rule will be represented by a gray bar in the Schedule area Se m Hiding the Timeline The Timecard Timeline can be expanded or collapsed by clicking on the expanding collapsing bar The bar is located between the timecard table and timeline It is identified in the red circle below PAYCLOCK amp PC600 USER S GUIDE Maintaining Employee Timecards The Timecards tab is used to manage employee punch data You can view and edit employee punches as well as non work time such as vacation time or dollar amounts such as tips The timecard body contains an area that resembles a spreadsheet for keying in punch data Note Manually added punches will s
12. PayClock to present the functions you need on a set of organized tabs The tabs are Home Timecards Scheduling Reports Terminal Manager and Setup This new ribbon bar makes using PayClock easier Because of the way that the tabs are organized you get to the functions quicker 32 PAYCLOCK amp PC600 USER S GUIDE Home Tab The Home tab contains information on how to start using PayClock along with quick action buttons in a flow chart of the routine process of use Timecards Tab The Timecards tab contains functions for polling your terminal s editing employee timecards globally editing a group of employees exporting data for payroll and closing the pay period Scheduling Tab The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars in a calendar view In addition the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather than having to assign shifts to employees individually Reports Tab The Reports tab allows you to run reports on information that is stored in the PayClock database Terminal Manager Tab The Terminal Manager tab allows you to set up terminals and assign your employees to the terminals You can also update and poll the terminals from this tab Setup Tab The Setup tab contains functions for configuring your company information pay period rules departments employees shifts payroll exports PayClock users and
13. R Recovery 70 Registering PayClock 35 PAYCLOCK amp PC600 USER S GUIDE Re opening a closed pay period 61 Reports 63 Reports Tab 33 Rounding 39 Running Reports 63 S Salaried Employees 44 Schedules Tab 45 Scheduling Tab 33 Searching for Exceptions 59 Selecting an Employee in the Timecard 53 Selecting Exceptions 59 Selecting the Pay Period in the Timecard 53 Setting the columns in the Employee List 49 Setting the columns in the Timecard 51 Setting up Multi User 31 Setting up PayClock 37 Setting up your Terminal 65 Settings Tab PC600 67 Setup Tab 33 40 Setup the Pay Period 37 Shift 39 Software Troubleshooting 75 Supervisor Functions 44 Supervisor functions at the PC600 21 System Requirements 6 T Telephone Support 5 Terminal Manager Tab 33 Terminals Tab 46 Timecard Color Legend 51 Timecard Ribbon Bar 47 PAYCLOCK amp PC600 USER S GUIDE Timecard Timeline 52 Timecard Toolbar 49 Timecards Tab 33 Troubleshooting 3 U Update Poll 70 Upgrades 2 Using a Badge at the PC600 10 Using a PIN at the PC600 11 Using PayClock 34 Using the PayClock Software 32 Using the PC600 9 Using the Quick Search 49 Using the Ribbon Bar 32 V Viewing Totals at the PC600 11 One Year Limited Warranty Lathem warrants the hardware products described in this guide against defects in material and workmanship for a period of one year from date of original purcha
14. Terminal Service e 7351 Auto Poll Service e 2638 PayClock Database Server Step 1 Computer where the PayClock database server will reside e Install the PayClock Server Standard Install e Print out the Server Summary information Note If the Server Summary information was not printed during the installation follow these steps to access the information e Open the PayClock software e Click the PayClock orb on the upper left 79 PAYCLOCK amp PC600 USER S GUIDE e From the menu select Support Assistant e Inthe Support Assistant window select Connection Info e Print the Connection_Info txt file Step 2 PayClock Client at the remote site e Run the PayClock Setup Program e Go to the computer where you want to install the PayClock client e Make sure your screen saver is not showing before inserting the PayClock CD e Insert the PayClock CD ROM in the CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow Continue or Yes at the User Account Control confirmation window e The Setup program should run automatically If not follow the steps below gt Click Start My Computer or Computer gt Double click on the drive that contains the PayClock installation CD e Follow the Setup Steps e It may take the install a few minutes to start please be patient e From the Install PayClock window click on Next e Read the License Agreement a
15. The Administrator Main Menu screen will display Press Network Settings The Network Setup screen will display Press Define Host The Define Host screen will display Under Live Sync press either the Enable or Disable The screen will refresh with the newly selected option You can click the Sync Now button and the PC600 will connect to the PayClock software and make any needed updates automatically 16 PAYCLOCK amp PC600 USER S GUIDE When finished press the back button until you have returned to the default screen Date Time Setup Date This menu allows you to manually configure the date time time zone DST and how the hours will display on the PC600 To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Date Time Setup The Date Setup screen will display Press the Date button The Date Setup screen will display Using the up and down arrow keys set the month date year and click OK When finished press the back D button until you have returned to the default screen Date Time Setup Time This menu allows you to manually configure the time on the PC600 To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN
16. Time press either the On or Off The screen will refresh with the newly selected option 18 PAYCLOCK amp PC600 USER S GUIDE When finished press the back D button until you have returned to the default screen Date Time Setup Time Display Format This menu allows you to manually configure how the hours will display on the PC600 To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Date Time Setup The Date Setup screen will display Under Time Display Format press either the 12HR or 24HR The screen will refresh with the newly selected option When finished press the back D button until you have returned to the default screen Error Log This menu item displays any errors that the terminal may have experienced To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Error Log The Event Log Details screen will display Use the left or right arrow keys to scroll through any errors 19 PAYCLOCK amp PC600 USER S GUIDE e When finished press the center of the screen and then press the back button until you have returned to the defaul
17. and benefit time balances after polling the terminal This option is enabled by default Audio tab PC600 Terminal The Audio tab is used to define text and or audio messages that will display play when employees punch on the PC600 terminal Note The Live Sync option on the Settings tab must be enabled in order to configure the Audio tab Audio System Enabled Select this option to activate the text and or audio messages on the PC600 terminal Audio Volume at Terminal Use the slider control to set the volume on the terminal Messages by In Out Punch Select this option to configure what audio text message sounds and displays on the terminal for In Out punches Audio Volume at Terminal Use the slider control to set the volume on the terminal Update Poll Schedule tab PC600 Terminal The Update Poll Schedule tab allows you to set up auto polling of the terminal Note Auto polling is not needed if you have live sync option enabled on the terminal Recover tab PC600 Terminal The Recovery tab is used to recover punch data from the terminal in the event of data loss at the computer Recover Terminal button Click this button to initiate a recovery of all data in the terminal See the PayClock Help for detailed information on the Terminal Manager tab 70 PAYCLOCK amp PC600 USER S GUIDE Activating Live Sync The PC600 can operate in online or offline mode When operating in online or
18. displays the selected terminals ID name and IP address read from the terminal and the PayClock server To access the Device ID on the PC600 log in as the Admin at the PC600 and select the Device Information button You can also assign a name to the terminal this can be useful if you have more than one terminal Activate Live Sync by checking the option and updating the terminal Device ID Displays the PC600 s internal ID View only Device Nickname Allows you to assign a name identifier to the PC600 terminal Device IP Address Enter the IP address for the PC600 Server IP Address Enter the IP address of the computer where the PayClock server resides Live Sync Enabled Select whether to enable the live sync option on the terminal Note It is not recommended to enable the live sync option if you are using a wireless network card on the computer where the PayClock server is running because some wireless network cards do not keep a constant network connection Update Interval Check Select how often the terminal will check to see if there are any changes in the software that require an update of the terminal 66 PAYCLOCK amp PC600 USER S GUIDE Employees tab PC600 Terminal The Employees tab is used to assign employees to a terminal and to un assign employees from a terminal Note Employees are automatically assigned to the terminal If you wish to not have new employees automatically assigned to the terminal select t
19. live sync mode communications with the PayClock database are in real time After enabling the Live Sync option update the PC600 the first time to initialize the clock and enable synchronization with the server software After the first update the PC600 will update itself from that point forward The PC600 can be set to check to see if it needs to update itself every 30 seconds 1 minute 5 minutes 10 minutes 15 minutes or 30 minutes A green icon will show on the PC600 display identifying it is in live sync mode NOTE If need be you can manually update the PC600 at any time This allows you to add employees and then immediately send them to the PC600 which will allow the employees to start punching In Out Save si Undo gy Hoio Comecton Employers Seting Auo Io UpdaePoll Schedule Recovery Conmacten rfomabon Device ID Device Nickname Warehouse Device IP Address 100613 Test Connection Server IP Ad ress 100189 Get Server iP Inactive Y Live Syne Faabied pin anal Check ioan gt MME Live Sync Settings 1 From the Ribbon Bar click the Terminal Manger tab The Terminal Manager window will open 2 Select the PC600 from the list The Connection tab will open 71 PAYCLOCK amp PC600 USER S GUIDE Select the Live Sync option and set the Update Interval setting The default is 5 minutes Click Save Click Update Selected Terminal Live sync will be enabled on the terminal The employees c
20. pad enter the IP address of the computer where the PayClock database resides and press OK Network Setup Time Source Settings This option allows you to select where the PC600 will receive it s time from the computer where the PayClock server is running or from the Internet To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display e Using the numeric key pad enter the administrator PIN number and press Enter 15 PAYCLOCK amp PC600 USER S GUIDE The Administrator Main Menu screen will display Press Network Settings The Network Setup screen will display Press Define Host The Define Host screen will display Under Select Time Source press either the Server the computer where the PayClock server is running or Internet The screen will refresh with the newly selected option When finished press the back D button until you have returned to the default screen Network Setup Live Sync Settings The PC600 can operate in Live Sync online mode When operating with Live Sync enabled online mode communications with the pe occur in real time For example when an employee punches at the PC600 it is immediately added to the database and is available for viewing or editing To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter
21. running with Live Sync enabled To enter into supervisor mode at the PC600 press the Supervisor button The Enter PIN screen will display e Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 e The Select an Employee screen will display Viewing Punches At the PC600 press the Supervisor button The Enter PIN screen will display e Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 e At the Select an Employee screen press the button of the desired employee e Press View Edit Punches The Punches screen will display e Use the left right up or down arrows to scroll through the punch information e When finished press the button to return to the default screen 21 PAYCLOCK amp PC600 USER S GUIDE Adding Punches Live Sync required At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 At the Select an Employee screen press the button of the desired employee
22. see example below The number of the badge assigned to an employee must match the number entered in the Badge Number field in that employee s profile payclock esserocooansnunoag 1234567890 Y Amo Tmecois Schechirg Repots Teminai Manager Sep oyee Non qd Seve p uno oj Onee Hep Generi Ovemdes Schestes Benefit Time Deparements Persona Messages Last Name Fent Name m Type ol Employee Be Pern I mne g PTS Hunter Name at Terminai Faceld Orty 3 a Tee enone Bose Poy 50 00 Salaried Hours ON Dote of Hire Inactive 0507 10 Fa 10 11 12 13 14 15 16 PAYCLOCK amp PC600 USER S GUIDE If your company uses an Employee Number enter it here Usually payroll services require an employee number for exports PayClock automatically fills in the Employee PIN but you can change it if you like To change the PIN enter the number in the Employee PIN field Note The Employee PIN is used to punch In Out at the terminal without a badge Enter the employee s hourly wage under Hourly Base Pay If the employee is salaried select the Salaried Hours option and enter how many hours the employee is expected to work during the pay period Note 1 Reports will use the hours you have entered in this field Any punches will be ignored in reporting Note 2 Employees with the Salaried option selected can not be exported The Do Not Include in Exports option will be ch
23. sound message or a text message Using the up and down arrows select the desired sound or text message At the confirmation screen select Yes and OK On the next punch the employee will receive the sound or text message When finished press the button to return to the default screen Override Lockout At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 23 PAYCLOCK amp PC600 USER S GUIDE At the Select an Employee screen press the button of the desired employee Press Override Lockout At the confirmation screen select Yes to have the next punch for the employee ignore the shift lockout When finished press the button to return to the default screen Settings Set Change PIN Live Sync required At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 At the Select an Employee screen press the button of the desired employee Press Settings The Change Settings screen will display Press the Set Change PIN button The PIN Settings screen
24. will display Change PIN Press the Change PIN button and using the numeric key pad enter the new PIN for the selected employee and press Enter At the confirmation screen select Yes to change the PIN When finished press the button to return to the default screen Delete PIN Press the Delete PIN button 24 PAYCLOCK amp PC600 USER S GUIDE At the confirmation screen select Yes to delete the PIN When finished press the button to return to the default screen Disable PIN Entry Press the Disable PIN Entry option There will be a check M in the box when PIN entry has been disabled When finished press the button to return to the default screen Settings View Assign Badge Live Sync required At the PC600 press the Supervisor button The Enter PIN screen will display Using the numeric key pad enter the supervisor s PIN and press Enter You may also move the supervisor s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 At the Select an Employee screen press the button of the desired employee Press Settings The Change Settings screen will display Press the View Assign Badge button The Badge Settings screen will display Change Badge Press the Change Badge button Present the badge when prompted At the confirmation screen select Yes to change the Badge When finished press the button to return to the default screen
25. will receive free technical support for the first 30 days after your initial call After that period you may purchase an Annual Support Agreement which will cover all calls for one year or you may pay a per call fee Annual Support Agreements Annual support contracts are designed to keep your terminal and PayClock software working seamlessly For a single annual fee your Support Agreement offers the following advantages e Unlimited toll free telephone support versus a per call fee and priority status for calls e Unlimited access to the extensive library of web based tips and FAQs e Free software updates and version upgrades during the Support Period giving you free access to the most current software features e Quick exchanges for damaged or broken terminal thereby reducing downtime e Extended parts and labor warranty helps you to save money on repairs needed after the regular product warranty has expired To learn more about annual support contracts and to make a purchase contact us at 800 241 4990 or visit http www lathem com support support plans aspx PAYCLOCK amp PC600 USER S GUIDE Package Contents Please verify that your package includes ALL of the following items If your package is missing an item please call the help desk at 1 800 241 4990 AC Wall Adapter S A User s Guide ws lt gt Software CD Badges ee Sen ible i z Wall Mount ma EE Template Mounting Screw Packet 3 screws to mou
26. PC600 13 Annual Support Agreements 4 Audio Tab PC600 70 B Badge Number 43 Benefit Time Tab 46 C Clocking IN Out 10 Closing the Pay Period 60 Connecting PC600 directly to pe s NIC 84 Connection Tab PC600 66 D Daylight Savings PC600 18 Department Tab 46 Department Transfers Adding 55 Department Transfers at the PC600 10 PAYCLOCK amp PC600 USER S GUIDE E Editing Timecards 47 Employee PIN 44 Employee Advanced Tab 46 Employee Button 42 Employee List and Toolbar 48 Employee Number 44 Employees Tab PC600 67 Entering Amounts at the PC600 11 Exception Filter 58 Exporting Data 59 F Features amp Specifications 2 Filtering the Employee List 48 G Global Scheduling 62 H Hardware Troubleshooting 73 Help 3 Home Department 44 Home Tab 33 Install the PayClock Software 27 Installing The PC600 7 Integrating PayClock with QuickBooks 82 PAYCLOCK amp PC600 USER S GUIDE L Live Sync 66 Logging In 34 Maintaining 53 Messages Tab 46 Minimum PayClock Set up 37 O One Time Department Change 56 One Time Shift Change 56 Overrides Tab 45 Overtime 38 P Package Contents 5 Password 35 75 Pay 38 PayClock Client Installation 29 PayClock Client Software WAN Installation 79 PayClock orb 33 PC600 68 PC600 WAN Installation 76 Personal Tab 46 Product Overview 1 Punching on the PC600 9 Purpose of this User s Guide 1
27. PayClock PC600 Time and Attendance System 10 08 PM Monday Sept 19 HP Cock In Out B Vew Totals gt Gi ide I i oO off Ni Hl M i I u THIS EQUIPMENT COMPLIES WITH FCC REQUIREMENTS PURSUANT OF PART 15 This device complies with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 this device may not cause harmful interference and 2 this device must accept any interference received including interference that may cause undesired operation WARNING Changes or modifications to this product not expressly approved by the party responsible for compliance could void the user s authority to operate this equipment NOTE This equipment has been tested and found to comply with the limits pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a business installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to c
28. SER S GUIDE The terminal will display an error message if you scan a badge that has not yet been assigned to a specific employee in PayClock Notice The PC600 utilizes an internal antenna to read the employee badges Make sure these badges are stored at least 6 away from the PC600 when not in use to avoid accidental badge reads Employee Transactions using Badges Employees can record transactions or view total information by presenting a badge Clocking IN Out Move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 When the badge is in close proximity to the PC600 a confirmation beep will sound a text message will appear a custom audio message may be played and the oval target area will turn either green or red indicating a good or bad transaction Department Transfers Press the Transfer Depts button on the touch screen of the PC600 Move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 When the badge is in close proximity to the PC600 a confirmation beep will sound and the list of available departments will display Press the button for the desired department a confirmation screen will display showing the department into which the employee transferred 10 PAYCLOCK amp PC600 USER S GUIDE Amount Entries Press the Enter Amounts button on the touch screen of the PC600 Move the badge over
29. als tab is used to assign or remove an employee s assignment to the terminal s you have setup in your PayClock system Advanced Tab The Advanced tab is used to override the maximum work day length and maximum hours out rule for an employee Either of these settings will override the Maximum Work Day or Maximum Hours Out to Start a New Shift setting on the Advanced tab of the Pay Class 46 PAYCLOCK amp PC600 USER S GUIDE Editing Timecards The Timecards tab is used to manage employee punch data You can view and edit employee punches as well as non work time such as vacation time or dollar amounts such as tips You can view employee data for open or closed pay periods When you click on the Timecards tab you will see 4 areas the Timecard Ribbon Bar the Employee List the Employee Timecard and the Timecard Timeline 2 PayChock NS Heme Tmecards Scheding Repoti TemnaiMansger Seti t a S Dan 39 i Petone Ret Goba Laot Simnar Boot Cse Heb Oua Receicdate Refech Goda View Select Pay Case Goot Coe Hsp u Wednesday July 20 2010 thru Tuesday August 03 2010 HHO Sf Fite G Group by Columa oer ee oy 2 feet oh Delete Excepton G Notes Colmes 2 Seange Name a Approved Ld Total Time tals Regdee Overtime Aguilar Joba al 02847 585 40 7 Ballard Yolanda o 222 4 a 3 393 90 608 17 879 70 182 33 006 0 08712 1 132 80 04740 1 068 67 352 S448 059 18 3542 30 04535 559259 047 12
30. assword Confirm New Password 3 At the Log In screen click the Change button Type in your Old Password remember the default is lathem Type in your New Password the one you would like to create Confirm your new password by typing it in Click OK to finalize the change 2 PY NS NOTE Passwords are case sensitive and may be up to 11 characters Register Your PayClock PC600 System You may register your system anytime within 30 days of installing the software If after 30 days you haven t registered your system you will be required to do so before continuing to use the software 35 PAYCLOCK amp PC600 USER S GUIDE There are three ways to register your software Complete the Registration Wizard by clicking the Register Now button on the Get Started window that appears upon log in Fill in the requested information and submit If you do not have an internet connection select Print at the end of the wizard to print and fax your information to the help desk at 1 800 252 2208 Call the help desk at 1 800 241 4990 and select option number 1 from the telephone menu to speak with a representative Visit http www lathem com contact us register your product aspx and follow the steps outlined 36 PAYCLOCK amp PC600 USER S GUIDE Setting up PayClock How does PayClock calculate time PayClock uses an open shift to define the start of the workday An employee s open shift start
31. ave the network administrator or IT person make sure there aren t any issues with the network 73 PAYCLOCK amp PC600 USER S GUIDE The PC600 shows Not Found when the badge is presented Make sure that the number that is printed on the badge matches what was entered in the Badge Number field for the employee in PayClock A blinking light shows in the small rectangular This blinking light represents the connection to the network LAN If the light is not blinking there opening to the left of the isn t a connection to the network LAN illuminated oval on the front of the PC600 What does it mean What do the double This represents that the PC600 is running in live sync mode See page 71 Activating Live Sync green arrows on for more information the display represent 74 PAYCLOCK amp PC600 USER S GUIDE Software Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions To view a complete list of common problems and their solutions please visit our knowledge base located online at http support lathem com Issue Resolution What is the password to The default password is lathem i pitie pet Nate If you have changed the default password and can t remember your new password contact the help desk for assistance in resetting your password How do I add a missing See pa
32. ayClock software will highlight the timecard cell in red when an exception is found You can click on the exception symbol ds and a list of the exceptions will display It will look like this example 3 o7o10 78y Approve Arrived Late BP Approve All Once an exception is located you can approve or OK the exception if you wish When an exception is approved you will see a green check in the cell It will look like this example oho Tue orasan 1433AM a200pm oaos pm oo7ss 730400 To see which exceptions are approved select the cell with the green check and then click Exceptions View Exceptions button Note You can also remove the approval for an exception from the View Exceptions button See the PayClock Help for detailed information on using the Exception Filter 58 PAYCLOCK amp PC600 USER S GUIDE Selecting the Exceptions At the timecard toolbar click the Exception GS Exception button and select Exception Filter the Exception Filter window will open Select the exception s you wish to view from the list To view all exceptions click the Select All option Click Save your exceptions have been chosen Searching for Exceptions After selecting the exceptions to track select the first employee in the Employee List At the timecard toolbar click the Exception A Exception button and select Next Exception This scans through the timecards moving forward in the employee
33. ciding where the terminal will be installed keep in mind that an 115vAC power outlet should be within 6 feet of the mounting location as well as a connection to the network LAN Note It is recommended to install and mount the PC600 terminal before installing the PayClock software With the PC600 terminal powered up and connected to the network LAN the software will search for it on the network and automatically configure the terminal Step 2 After selecting the appropriate installation site use masking tape to hold the included Mounting Template onto the wall Drill holes using the template as a guide Note the bottom of the terminal should be about 45 inches from the floor 45 inches Remove the Template from the wall and install the included mounting screws Install three screws leaving approximately 3 16 inch of the screws exposed Do not tighten all the way Retain the fourth screw for later Note For sheetrock walls drill a 3 16 diameter hole through each of the four screw locations each approximately 1 1 2 deep Install the plastic anchors included in the mounting screw packet PAYCLOCK amp PC600 USER S GUIDE Step 3 Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on the back of the terminal a pijp F Step 4 Insert the small L shaped security bracket into the slot at the bottom
34. e patient From the Install PayClock window click on Next Read the License Agreement and select I accept the terms of the license agreement and Next to move forward Select the Custom option and click Next to continue At the Install Client Only or Client amp Server window select Client Only and click Next to continue At the Ready to Install screen click Next At the Installation Complete screen click Finished 0 Open PayClock After installing you can run PayClock by clicking its icon The default log in is Admin with the password lathem 30 PAYCLOCK amp PC600 USER S GUIDE Setting up a Multi User System PayClock is by default a single user system You must purchase and enable the multi user feature in order to access PayClock from other computers on your network Note You must register your PayClock software before enabling the Multi User feature even if you have already paid for the feature After registering PayClock call the help desk for a feature un lock code What is the difference between a Single User and Multi User system With a single user system users cannot access the PayClock from different computers on the network With a multi user system other users can have the PayClock client installed on their computers and access PayClock across the network Enable the Multi User Feature e Open the PayClock software e Click on the PayClock orb in the upper left hand corner and select Up
35. e LCD Color Touch Screen Use the large easy to read touch screen for set up and data entry e Two Operating Modes The terminal is functional with Live Sync enabled online or Live Sync disabled offline When Live Sync is enabled the terminal is real time with the computer e User friendly design Large easy to read touch screen e Comprehensive support agreements minimize technical difficulties e Numerous accessory options to enhance the functionality Upgrades If you find that you need to accommodate more employees in your system or if you would like enhanced software capabilities consider purchasing a software upgrade for your system A number of accessories ate offered to further enhance your PayClock system e Increased employee capacity e Customized export options e Customized reporting options Multi user capabilities Upgrading is as easy as visiting http shop lathem com or open PayClock and click on the PayClock orb in the upper left corner and select Upgrade PayClock Then select the options you would like to purchase and download your software upgrade Options are instantly activated upon receipt of online payment PAYCLOCK amp PC600 USER S GUIDE Accessories A number of accessories are offered to further enhance your PayClock system Visit http shop lathem com to purchase additional accessories like the ones listed below e Badges e Badge Racks e Annual Support Agreements Getting Help The purp
36. ecard will display e At the timecard table toolbar click the Insert button and select Amounts The Add Amounts window will open e Click the New button e Select the date to apply the amount e Select the pay code to apply the amount for example Tips e Enter the amount for example 25 00 for 25 dollars e Click the Save and Exit button The amount will be added to the timecard if you have the Tips column visible the amount will display in the column Adding a Timecard Note The Timecard notes feature allows you to insert a text note for an employee on a specific day date For example John Doe called in sick on Monday so you might want to attach a note on John s timecard for Monday that he called in sick Note Timecard notes will also display on reports After a note is added a note symbol will display on the date cell To see the text of the note move the mouse over the symbol 57 PAYCLOCK amp PC600 USER S GUIDE e At the Timecard toolbar click the Notes button the Note Editor window will open e Enter the text for the note up to 500 characters can be entered e Click the Save button the note will be added and an icon a will display identifying a note is attached Using the Exception Filter Exceptions are events that occur where PayClock will notify the user User action may be required to resolve some exceptions for example a missing punch Other exceptions may not require any user action The P
37. ecked and will be dimmed From the list under Type of Employee choose whether this person is Regular Temporary Seasonal or Contract At Pay Class select the pay class to use for the employee This setting determines which pay period and overtime rules will be applied At Home Department select the employee s home department Check the Allow Supervisor Functions box if this employee can perform supervisor functions at the terminal such as adding or deleting punches At Do Not Include in Exports check this box if you do not want to include this employee in the file you export for payroll Check the Enable Lockouts option if you want to restrict employees from punching In too early or Out too late Enter the employee s hire date under Date of Hire Click Save to keep your changes 44 PAYCLOCK amp PC600 USER S GUIDE The next section covers each topic briefly to give you an overview of the system See the PayClock Help for detailed information on each topic Overrides Tab You use the Overrides tab to define punched or automatically deducted breaks for individual employees on the open shift Any defined breaks on this tab will override the global break set up on the Pay Class Break tab Schedules Tab The Schedules tab is used to apply shifts to individual employees The shifts applied to the employee will make up the employees work schedule You can define the employees work schedule in the calendar and ass
38. ected for the selected Pay Period Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period The Employee List Toolbar allows you to filter and sort the list of employees as well as define the columns that display in the Employee List summary area You can also approve a timecard after finishing the edits This will lock the employee s timecard and will not allow for any more edits The approved option allows you to quickly see whose timecard edits have been finished and which employee s still need attention Filtering the Employee List Click the Filter Y Fiter button to choose which employees you want to appear in the employee list When you click the Filter button the Filter Options window will open You can choose All Employees or departments that you created You can also include or exclude inactive or terminated employees 48 PAYCLOCK amp PC600 USER S GUIDE e Department From the list select the department or departments that hold the employees you want to display in the summary list e Show Terminated Employees Check I this option if you want to display employees marked as terminated in the list If you don t want terminated employees to display in the list uncheck L the option e Show Inactive Employees Check IY this option if you want to display employees marked as inactive in the list If you don t want inactive employees to display in the list uncheck
39. ed with the cell or the day In this example the employee arrived late for their shift wii Te zz00rm oroopm osoopm oo7ss soosoo e Olive Green Cells that are colored light green identify that the day contains a department transfer Cells that are light green ate disabled and do not allow punches asye wea 08 00AM 08 00 aM ayasa wed Setting the Columns in the Timecard Table Click the Columns E Columns button at the Timecard toolbar to define the columns that will display in the timecard When you click the Columns button the Timecard Options window will open You can define the columns that display in the Employee List or the columns that display in the Timecard or other timecard settings From the available columns select what you want to display in the summary list by placing a check J in the box If you don t want a column to display in the summary list uncheck L the box Note The Date In Out In and Out columns are fixed and can t be moved The Date In Out In Out and Regular columns can t be disabled 51 PAYCLOCK amp PC600 USER S GUIDE Timecard Timeline The Timecard Timeline is a snap shot view of the shifts and punches for the selected date The Timecard Timeline can be expanded collapsed or hidden entirely When the timeline is expanded it has 3 areas the Actual Punches the Adjusted Punches and the Shift Thursday July 22 2010 03a 04a 05a 06a 07a 08 09a 10a iia 123p
40. efine the columns that display in the Timecard The Employee Information area displays the selected employee s name the start and end of the selected pay period and the employee s hourly wage rate and gross pay You can also Approve an employee s timecard Note The Employee Information area only displays when the timecard layout is set to Side by Side The Timecard Table displays punch data and non work time for the selected employee You also use the table to edit data much like cells in a spreadsheet Insert of Delete GS Exception GJ Notes H Columns X Settings jm Timecard Toolbar jE Employee Information Tim list _ el OO O TO To o fof oon mm Timecard Table Timecard and List Tabs The Timecard Table has two tabs Timecard and List e Timecard tab This tab is used for the typical editing and viewing of punch data 50 PAYCLOCK amp PC600 USER S GUIDE e List tab This tab is designed specifically to be used to view the photos of employees who punch at the FaceIN terminal This tab is not used with the PC600 terminal Timecard Table Color Legend The timecard table can display the rows or cells in colors that are used to identify certain conditions e Light Blue A row that is light blue identifies that the row is selected 08 18 10 Wed 08 00AM 12 00PM 01 00PM 05 00 PM 008 00 800 500 e Light Red A light red cell identifies that there is an exception associat
41. enter the employee s PIN number and press Enter A confirmation beep will sound and the list of available departments will display Press the button for the desired department a confirmation screen will display showing the department into which the employee transferred Amount Entries Press the Enter Amounts button on the touch screen of the PC600 The Enter PIN screen will display using the numeric key pad enter the employee s PIN number and press Enter A confirmation beep will sound and the Enter Amt screen will display Using the numeric key pad enter the value for the amount and press Enter A confirmation screen will display showing the amount entered for the employee Viewing Totals Press the View Totals button on the touch screen of the PC600 12 PAYCLOCK amp PC600 USER S GUIDE e The Enter PIN screen will display using the numeric key pad enter the employee s PIN number and press Enter e A confirmation beep will sound and the employee s grand totals for the pay period and any benefit time will display Administrator Functions The PC600 has one administrator The administrator function allows you to review the device information set up the network communications set the time date review an error log and reset the terminal to the factory defaults To enter into administrator mode press the Admin button the Enter PIN screen will display e Using the numeric key pad enter the admi
42. ext Give the export a unique name if multiple pay classes are to be set up to integrate with QuickBooks For example give it the name of the pay class it is linked with Click Finish PayClock will synchronize with QuickBooks and will display the Resolve Employee Conflicts window At the Resolve Employee Conflicts window match QuickBooks employees to PayClock employees Choose Create New Employee for any hourly employee not listed in PayClock For salaried employees choose Import as Inactive Click Save Once the export is configured PayClock will automatically get any new employees or edited employees from QuickBooks when PayClock is opened At the end of the pay period click the Export button on the Timecard tab to send the pay data hours from PayClock to QuickBooks 83 PAYCLOCK amp PC600 USER S GUIDE Appendix D Connecting the PC600 Directly to the Computer s NIC This document describes the steps to configure a PC600 terminal to communicate with the PayClock database server when connecting directly into the computer s wited NIC This would be used when the user doesn t have a network setup and has a computer that has a wited NIC Step 1 At the Computer where PayClock is installed See the More Information section for Windows XP Vista and Windows 7 directions for accessing the NIC properties e Open the Properties of the NIC e Open the Properties of the Internet Protocol item e Define the IP 10 0
43. ge 53 Maintaining Employee Timecards punch How do I export pay See page 59 Exporting Data period data How do I close a pay See page 60 Closing the Pay Period period How do I change See page 31 Setting up a Multi User System PayClock to a multi user system 75 PAYCLOCK amp PC600 USER S GUIDE Appendix A PC600 WAN Installation These instructions identify the steps to configure the PC600 terminal to communicate with the PayClock database server across the internet A print out of the Server Summary information is required for this set up If the information was not printed during the PayClock software installation follow these steps to access the information e At the computer where the PayClock database server resides open the PayClock software e Click the PayClock orb on the upper left and from the menu select Support Assistant e Inthe Support Assistant window select Connection Info e Print the Connection_Info txt file for use when configuring the PC600 WAN Installation Requirements e There must be a VPN tunnel connecting the local and remote sites e A static IP address is required on the computer designated as the PayClock database server e A network administrator may be required to configure the network routers to route the ports used by the PC600 terminals and PayClock database server Important Port Information The following ports are used for this
44. grade PayClock e The Feature Wizard will open click Next e At Number of Users select Multi user e Click Next if you wish to demo the feature click Finish This will activate the feature for a 30 day trial e If you wish to purchase the feature select Purchase the selected feature and click Next e Enter your credit card information and click Process Payment e Your system will now be a multi user system you can install the PayClock client on other computers and access PayClock across the network See the PayClock Help for detailed information on setting up additional PayClock users 31 PAYCLOCK amp PC600 USER S GUIDE Using the PayClock Software PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most The interface provides centralized navigation to all parts and functions within the software Navigation panes allow you to quickly manage payroll rules employees payroll data and reports Simply click on a tab or button to open the pane and associated window Use the Quick Action buttons under Payroll Process or Other Tasks to access routine operations o PayCock o hl mao 2 wre ern Yin nr eww wm nore Welcome to PayClock Payroll Process D D m 2 jw gt a 2 Timecards Reports Osta Period Other Tasks 2 2 2 2 2 3 P Using the Ribbon Bar The PayClock Ribbon Bar has replaced the typical menus and toolbars This new bar allows
45. he QuickBooks weekly timesheet Here are some important points to remember Only QuickBooks 2009 and later are supported QuickBooks and PayClock must be installed on the same computer PayClock cannot export an output file that can be imported into QuickBooks Follow these steps to set up the integration between PayClock and QuickBooks Open QuickBooks in Single User Mode with Administrator access With PayClock open click the Setup tab Click the Exports button the Exports window will open Click New and select Standard QuickBooks 2009 or Later Click the Setup Export button and the Export Wizard will open Select the Pay Class desired and click Next Click Next again and the QuickBooks Integrated Application window will open Select Yes always allow access even if QuickBooks is not running Check the option Allow this application to access personal data such as Social Security Numbers and customer credit card information 82 PAYCLOCK amp PC600 USER S GUIDE NOTE If the above two options are not selected the integration process will fail Click Continue and then click Done In PayClock click Next Map the QuickBooks Payroll Items to the PayClock Pay Codes When finished mapping the payroll items click Next If desired select the Send Employee pay rates from QuickBooks to PayClock Click Next If Classes are set up in QuickBooks map the QuickBooks Classes to the PayClock departments Click N
46. he option Do not automatically assign new employees to this terminal Removing Employee Assignments 1 3 From the Ribbon Bar click the Terminal Manager tab and select the desired terminal from the list The Terminal properties window will display Click on the Employees tab From the list on the right select the desired employees and click the Remove button The employees will be removed from the list Click Save Click Update Selected Terminal to send the changes to the terminal Assigning Employee From the Ribbon Bar click the Terminal Manager tab and select the desired terminal from the list The Terminal properties window will display Click on the Employees tab From the list on the left select the desired employees and click the Add button The employees will be added to the list Click Save Click Update Selected Terminal to send the changes to the terminal Settings tab PC600 Terminal The Settings tab is used to set the time and date Daylight Savings Time DST etc There are six areas Date and Time General Settings Password Power Save Feature Settings and Update Settings 67 PAYCLOCK amp PC600 USER S GUIDE Date and Time This area is used to send the time to the terminal set the terminals time zone enable disable DST choose the hour display format and select the terminal s time source Set Terminal Date and Time Click the Set button to send the time and date to the terminal
47. he power save option dims the PC600 s display after no activity for 30 seconds Note This option is enabled by default it is not recommended to disable this option Feature Settings This area is used to enable disable the Amounts and Department Transfers button on the terminal and also how long the registrations ate stored on the PC600 Allow Amounts Select whether the Enter Amounts button will display on the terminal s touch screen Note The Enter Amounts button will not display on the terminal s touch screen if this option is disabled Decimals Select how many decimal places will be used if the Allow Amounts option is enabled Allow Transfers Select whether the Transfer Depts button will display on the terminal s touch screen Note The Transfer Depts button will not display on the terminal s touch screen if this option is disabled Maximum days to store registrations on terminal Select how many days to store punches in the terminal s memory The default setting is 90 days Update Settings This area is used to enable disable sending the time date and worked hours to the terminal Send Date Time to terminal when polling or updating Select whether to send the date time to the terminal when polling or updating This option is enabled by default 69 PAYCLOCK amp PC600 USER S GUIDE Send worked hours and benefit time after poll Select whether to send the employees total worked hours
48. he ribbon bar allows you set up and maintain your employees in the software You can enter their name address pay rate emergency info assign their benefit time etc Exports Button At the Exports button of the Setup tab you define how PayClock will export data to your payroll service See Appendix C Integrating PayClock with QuickBooks for details on working with QuickBooks Users Button The Users button allows you to manage the user accounts for the PayClock software You can add edit and delete users and set or change the user passwords When you click the Users button a list of the users will display Preferences Button The Preferences button allows you to choose how dates and times display in the software you also define certain software settings 41 PAYCLOCK amp PC600 USER S GUIDE Add Employees and Assign Badges The Employees button under the Setup tab is used to maintain the employees in the PayClock software This will include adding editing and terminating employees Home Tmecerds Schoding Repots Tomina Manage Sep Employees hem tj Sme sundo ci Doete G Heo kio Goneri Ovem es Schedules Bewelit Teme Departments Personal Messages Teemnsis Advanced i Last Name Fust Name m Type d Employee A Regis Badge Number Employee Number Name at Terminal FacelN Orly Pay class 3 en Sanesi Emreloyee PIN Base Pay Hore Degarmere 1 so Salaned Hours Nek Aesigned ecra Date of Hire
49. how bolded Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period See the PayClock Help for detailed information on using the Timecard Tab Selecting an Employee To select and open an employee s timecard click on the desired employee in the list and their timecard will display Selecting the Pay Period Use the arrow KAAN buttons on the Select Pay Period navigation bar of the Timecards tab to move forward or backward through the available pay periods until the desired time period is displayed You can also click the calendar 5 button which opens a window that allows you to choose from a list of pay periods Adding Punches Timecard Table You can add punches from within the timecard table and by using the Insert button on the timecard table toolbar e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display e Click on the In or Out cell for the day when you want to add a punch The cell will be highlighted when it has been selected 53 PAYCLOCK amp PC600 USER S GUIDE Type in the hour and the cursor will automatically move to the minutes Type in the minutes and the cursor will automatically move to AM PM If your time is set to 12 hour format type an A or P to change to AM or PM Press enter or tab on the computer keyboard to save the punch Adding Punches In
50. http shop lathem com to purchase accessories and software modules e Options include employee capacity upgrades multi user long reach cables additional badges badge racks and more Client Installation in a Multi User System Follow these instructions when you want to run PayClock on more then one computer These client instructions apply whether it is a new install or an upgrade The PayClock Server must be installed before installing the Client software Note The multi user license must be activated if you wish to access the PayClock software from different computers on your network Additional license fees may apply In order to activate the multi user license you will have to register your PayClock software first LJ Run the PayClock Setup Program e Go to the computer where you want to install the PayClock client e Make sure your screen saver is not showing before inserting the PayClock CD e Insert the PayClock CD into your computer s CD ROM drive Note If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window e The Setup program should run automatically If not follow the steps below gt Click Start My Computer or Computer 29 PAYCLOCK amp PC600 USER S GUIDE gt Double click on the drive that contains the PayClock installation CD L Follow the Setup Steps It may take the install a few minutes to start please b
51. ied warranties of merchantability and fitness for a particular purpose are hereby expressly disclaimed No warranties are given with respect to products purchased other than from Lathem or an authorized Lathem reseller and any such products are purchased as is with all faults In no event will Lathem be liable for any direct indirect special incidental or consequential damages arising out of or in connection with the delivery use or inability to use or performance of this product In the event any limited remedy given herein shall be deemed to have failed of its essential purpose Lathem s maximum liability shall be to refund the purchase price upon return of the product Proof of date of purchase from Lathem or an authorized Lathem reseller is required for warranty service on this product This Warranty grants specific legal rights Additional legal rights which may vary by locale may also apply Should any difficulties arise with the performance of this product during warranty or with any Lathem authorized service centers contact Lathem Time at the address below Lathem Time Corporation 200 Selig Drive SW Atlanta Georgia USA 30336 800 241 4990 404 691 0400 www lathem com Copyright 2011 Lathem Time Corporation All rights reserved USG0092C PRINTED IN THE USA
52. ign shifts by date The employee s schedule displays in a calendar view showing the shift details assigned to each date A labor coverage chart is also available which verifies that there is enough labor coverage but not too much for a work day Qrim Boan Ghe Gmm Osim Schedis ereit Tee Dstt Pn Menage Temeke Adeanced Lmpiaee Schadt a September 200 Oa i 45 PAYCLOCK amp PC600 USER S GUIDE Benefit Time Tab You use the Benefit Time tab to track an employee s benefits such as how much sick or vacation time they have or have taken You can track up to 5 pay codes The software keeps track of how much time the employee has taken and how much time the employee has left Departments Tab The Departments tab is used to assign employees to certain departments and also modify the pay rate when working in the department When an employee transfers to one of these assigned departments their pay rate will reflect what was defined for that particular department Personal Tab You use the Personal tab to keep track of certain employee information such as their address phone number custom field information and who to contact in an emergency Messages Tab You use the Messages tab to create messages and assign messages to display on the terminal for individual employees These settings will override any messages defined at the terminal s properties Audio tab of the Terminal Manager tab Terminals Tab The Termin
53. ion that there is enough labor coverage but not too much for a work day Scheduling Summary The Summary window of the Scheduling tab presents a summaty view or snapshot of the estimated labor coverage in hours and dollars on a calendar A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day Global Shift Assignments The Assign Shifts window of the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather that having to assign shifts to employees individually These shift assignments will make up the employee s work schedule You can define the employee s work schedule in the calendar and assign shifts by date A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day To make global assignments of shifts simply press the Go to Assign Shifts View button The workspace will open allowing shift assignments by groups of employees To view the labor coverage summary again simply press the Return to Summary View button See the PayClock Help for detailed information on Global Scheduling 62 PAYCLOCK amp PC600 USER S GUIDE Reports The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database When you click on the Reports tab yo
54. ith the PayClock time and attendance software The terminal utilizes a powerful Windows CE based application and a touch screen display for inputting data by employees supervisors or administrators The PC600 terminal validates that the employee is in the database before recording the transaction The PC600 can operate in Live Sync online mode When operating with Live Sync enabled online mode communications with the pc are in real time For example when an employee punches at the PC600 it is immediately added to the database and is available for viewing or editing Another example is if the employee does an inquiry the PC600 will initiate communications with the database and retrieve the inquiry information and display it on the screen When operating with Live Sync disabled offline mode all transactions are held in the terminals memory until the terminal is polled and then the data will be added to the database The PC600 terminal offers a large color LCD touch screen that displays employee information along with an audio prompt Upon a 1 PAYCLOCK amp PC600 USER S GUIDE successful transaction with live sync enabled the display will show the employee s name total worked time In Out status and an audio text prompt With live sync disabled the display will only show the employees name Features and Specifications e Windows CE 6 0 The power of embedded Windows CE to provide fast and dependable operation
55. list looking for exceptions To scan backwards in the employee list select Previous Exception PayClock will highlight the timecard cell in red once an exception is found You can correct or approve the exception Then click Next Exception to continue searching for additional exceptions If none are found PayClock will display the message No Exceptions Found Exporting Data The Export button of the Timecards tab allows you to export your data to payroll When you click the Export button a window opens with the exporting options you have setup at the Setup tab Exports button The export process generates an export file in the format required by your payroll service and makes it available for your payroll software See the PayClock Help for detailed information on exporting data 59 PAYCLOCK amp PC600 USER S GUIDE Creating an export file e Select the Timecards tab and select the pay period by using the Pay Period navigation buttons e Click the Export button the Execute Exports window opens e Click on the desired payroll export in the list there will be a check in the box M when it has been selected e Click the Run Exports button Closing the Pay Period The Close button group contains the button which allows the user to close out the pay period The close process locks the timecard data and no edits can be made Note You can not close a pay period if other users are logged in
56. nd select I accept the terms of the license agreement and Next to move forward e Select the Custom option and click Next to continue 80 PAYCLOCK amp PC600 USER S GUIDE At the Install on Single PC or Network window select I need multiple computers that can run PayClock and click Next to continue At the Install Client Only or Client amp Server window select Client Only and click Next to continue e Enter the Server Information The Select Server window will open with the message We were unable to locate any PayClock servers on your network Please enter the server information Enter the Database Server Name in the field Note Use the Server Summary or Connection Info print out for the PayClock database server s name Enter the Database server s IP address in the field Note Use the Server Summary or Connection Info print out for the PayClock database server s IP address Click Next to continue At the Ready to Install screen click Next At the Installation Complete screen click Finished Step 3 Open PayClock at the remote site e Open the PayClock software to verify the connection 81 PAYCLOCK amp PC600 USER S GUIDE Appendix C Integrating PayClock with QuickBooks The integration between PayClock and QuickBooks allows the user to enter the employees into QuickBooks and then synchronize them into PayClock The export process allows PayClock to send employee total daily hours into t
57. nistrator PIN number and press Enter e The Administrator Main Menu screen will display Device Information This menu item displays information about the terminal and also allows you to check for updates to the firmware To check for updates e At the PC600 press the Admin button and the Enter PIN screen will display e Using the numeric key pad enter the administrator PIN number and press Enter e The Administrator Main Menu screen will display e Press Device Information The Device Information screen will display e Press the Check for Updates button Please be patient as this may take a few minutes 13 PAYCLOCK amp PC600 USER S GUIDE When finished press the center of the screen and then press the back button until you have returned to the default screen Network Setup Terminal Settings This menu allows you to manually configure the network communication settings between the PC600 and PayClock software Note Typically these settings are determined during the installation of the PayClock software and it isn t necessary to modify the settings To enter into administrator mode at the PC600 press the Admin button the Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Network Settings The Network Setup screen will display If you want to set the terminal s IP address as a Static
58. nt the terminal to the wall 3 anchors use for masonry wall installation Securing clip 1 screw and anchor s Recommended Installation Tools Pencil Tape Measure eo Opti onal Power Philips Head Drill amp Drill Bits Screw Driver PAYCLOCK amp PC600 USER S GUIDE System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer Do not install the software if your system does not meet these minimum requirements Requirements Processor 1 GHz or higher Operating System Microsoft Windows 32 Bit or 64 Bit XP SP2 or later Vista Windows 7 Server 2003 or 2008 Standard or Enterprise Edition Memory 1 GB of RAM or higher Hard Disk Drive Up to 450 MB free disk space up to 1 GB if the INET framework is not installed Display 1024x768 or higher resolution CD ROM Drive Required Internet 56 Kbps broadband recommended for online features services Printer Any printer compatible with Windows XP SP2 or later Network Interface Network adaptor configured for TCP IP connected to a switch on LAN network Additional Software Microsoft Net 3 5 SP1 included in the installer Internet Explorer 7 0 or later PAYCLOCK amp PC600 USER S GUIDE Install the PC600 Step 1 Select a site to install your PC600 terminal that will be convenient to employees clocking in and out When de
59. number and press Enter The Administrator Main Menu screen will display Press Date Time Setup The Date Setup screen will display Press the Time button The Time Setup screen will display Using the up and down arrow keys set the hour minute AM PM and click OK 17 PAYCLOCK amp PC600 USER S GUIDE When finished press the back button until you have returned to the default screen Date Time Setup Time Zone This menu allows you to manually configure the time zone on the PC600 To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Date Time Setup The Date Setup screen will display Press the Time Zone button The Choose Time Zone screen will display Using the up and down arrow keys select the desired time zone and click OK When finished press the back D button until you have returned to the default screen Date Time Setup Daylight Saving Time This menu allows you to manually configure the DST on the PC600 To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display Using the numeric key pad enter the administrator PIN number and press Enter The Administrator Main Menu screen will display Press Date Time Setup The Date Setup screen will display Under Daylight Save
60. ork Time Insert Button You can use the Insert Non Work Time button to add a non work time Select the Timecatds tab on the ribbon bar and click on the desired employee from the Employee List The employee s timecard will display At the timecard table toolbar click the Insert button and select Non Work Time The Add Non Wotrk Time window will open Enter the amount of non work time at the Duration field for example 8 00 for 8 hours Select the pay code to apply the non work time for example vacation Select the date to apply the non work time Click the Save and Exit button The non work time will be added to the timecard Adding Department Transfers Timecard Table A department transfer is when an employee stops working in one department and then begins working in another department 55 PAYCLOCK amp PC600 USER S GUIDE e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display e At the timecard table toolbar click the Insert button and select Transfer The Add Transfer window will open e Type in the hour and the cursor will automatically move to the minutes e Type in the minutes and the cursor will automatically move to AM PM e If your time is set to 12 hour format type an A or P to change to AM or PM e From the list select the department for the transfer e Click the Save and Exit button the transfe
61. orrect the interference by one or mote of the following measures Reorient or relocate the receiving antenna Increase the separation between the equipment and receiver Connect the equipment into an outlet on a circuit different from that to which the receiver is connected Consult the dealer or an experienced radio TV technician for help This Class A digital apparatus complies with Canadian ICES 003 Cet appariel numerique de la classe A est conforme a la norme NMB 003 du Canada Zo Lathem Time Corporation 200 Selig Drive SW Atlanta Georgia USA 30336 800 241 4990 404 691 0400 www lathem com Copyright 2011 Lathem Time Corporation All rights reserved Revised 07 22 2011 Document Number USG0092C CONTENTS QUICK START STEPS scsssssssssssssrsescessrsessessrsessessssessessssessessesessessssesees IV WELCOME cssssssserscssrsersessrserscsersessessrsssessssensesensesscsessessesessesensesseseseessesenees 1 PACKAGE CONTENTS scscssssssssssssessessssessescsssssssessssessesesseseeesseseseees 5 SYSTEM REQUIREMENTS scscssssssssssssessessssesevsessesessessssesseserseseeeees 6 INSTALL THE PC600 cscsscssrserssssrsersessrsessssssssrsesscsessssesensessesessessesenees 7 USING THE PC600 TERMINAL ccsccccscssssccsescssesssesssserseseeserseseseees 9 INSTALL THE PAYCLOCK SOFTWARE cscsssssssscssssessessssessessssessessrsesees 27 SETTING UP A MULTI USER SYSTEM ccssssss
62. ose of this user s guide is not meant to be a complete manual for the product It is a quick reference to get you started Please refer to the PayClock Help for detailed product information setup guidance and operation information You can access the help desk and answers to your issues in a number of different ways In addition to resources within the PayClock software assistance may be accessed online via email via telephone or through your dealer Don t forget annual support contracts are also offered PayClock Help The PayClock Help allows you to search through an index of help topics to locate the answer you need To launch the Help click the Help button on the ribbon bar Troubleshooting For answers to Frequently Asked Questions refer to the Troubleshooting sections of this User Guide on page 73 and 75 Online and Email Support Lathem com provides access to numerous support resources that will allow you maximize your use of PayClock Help may be accessed by visiting the following link http support lathem com PAYCLOCK amp PC600 USER S GUIDE On the Support page you may also submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hours Email support is free to all registered users Telephone Support The help desk is available between the hours of 8am and 7pm Monday through Friday Please call 800 241 4990 to speak with our help desk You
63. ou may see punches from different days linked together e With the Standard pay class item still selected click on the Advanced tab e Enter the amount of time expected to be worked for a day in the Maximum Work Day Length field Note It is recommended to leave the setting at the default 14 hours Click the Help button if you need assistance setting up the maximum work day length e Click Save to keep your changes 39 PAYCLOCK amp PC600 USER S GUIDE Additional Software Setup The Setup tab of the ribbon bar is used to configure the PayClock software for your company pay period rules departments employees shifts payroll exports PayClock users and preferences See the PayClock Help for detailed information on the Setup tab Company Button At the Company button of the Setup tab you define your basic company information Pay Class Button The Pay Class button of the Setup tab on the ribbon bar allows you set up and maintain your company s pay policies for handling payroll You can configure the pay policies your company uses such as your pay period overtime break and other advanced pay class features The Pay Class set up consists of four tabs General Overtime Break and Advanced Pay Codes Button Pay Codes are accumulators or categories that collect either time or dollar amounts You can change the pay rates or set the non work hours to count toward overtime Departments Button A
64. ports Tomna Manager Setup PAE T IIS SABOO Jdi Dide Prd Reh Pol Sdci Polia Unite Seid Ute N ii Ribbon Bar hpot Spe Help Temna Temna Terminal List Get Server IP kracrve Update interval Check mutes bd Sa Live Sync Settings t Terminal Properties The Terminal Properties and Toolbar The Terminal Properties is used to view and edit the configuration of a terminal using seven tabs Connection Employees Settings Audio Info Update Poll Schedule and Recovery Adding a PC600 Terminal Terminals can be added to the system at any time In the event that the PC600 was not added during the installation of the PayClock software PayClock can discover the terminal for you Terminal Manager has a feature that allows a broadcast to be sent out over the network LAN asking if there are any PC600 terminals out there 65 PAYCLOCK amp PC600 USER S GUIDE When a PC600 terminal hears the broadcast it responds and allows you to add the terminal to PayClock 1 From the Ribbon Bar click the Terminal Manager tab and click on the Find Terminals button The Terminal Discovery window will display 2 When the PC600 is detected the terminal s IP address serial number and terminal type will display 3 Highlight the terminal in the list and click the Create button The terminal will be added to the Terminals list 4 You are now ready to configure the terminal Connection tab PC600 Terminal The Connection tab
65. r will be added to the timecard Making a One Time department change in the Timecard Table You can make a one time department change in an employee s timecard for a selected day or for a selected interval and keep all other days at their original department assignments If the Department column is displaying in the timecard table simply click in the cell for the desired day and from the list select the desired department The department change will take affect immediately See the PayClock Help for detailed information on making a one time department change in the timecard table Making a One Time shift change in the Timecard Table You can make a one time shift change in an employee s timecard for a selected day and keep all other days at their original shift assignments 56 PAYCLOCK amp PC600 USER S GUIDE If the Shift column is displaying in the timecard table simply click in the cell for the desired day and from the list select the desired shift The shift change will take affect immediately See the PayClock Help for detailed information on making a one time department change in the timecard table Adding Amounts Insert Button You can use the Insert Amounts button to add an amount to the timecard An amount could be considered a dollar value for example 25 in tips e Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List The employee s tim
66. racte erminaned 10 22 10 fa Allow Supervitce Funciona Do Not Include in Exports Enable Lockouts D Password D Fieger Terreiae Managemect Wwizaed The Employees button has nine tabs General Overrides Schedules Benefit Time Departments Personal Messages Terminals and Advanced General Tab Set up employee s name badge and PIN Overrides Tab Override global break settings for an employee Schedules Tab Assign shifts to an employee Benefit Time Tab Track benefit time for an employee Departments Tab Assign optional departments to an employee Personal Tab Set up employee addresses and contact information Messages Tab Assign messages to display at the terminal Terminals Tab Maintain employee assignments to terminals Advanced Tab Override the maximum work day length and maximum hours out rule for an individual employee 42 PAYCLOCK amp PC600 USER S GUIDE Add New Employees General Tab After adding the employees click on the Terminal Manager tab and update your terminal s 1 From the Ribbon Bar click the Setup tab and click on the Employees button The Employees window will display 2 Click the New button the next available blank employee template will display 3 Type in the employee s last name first name and middle initial In the Badge Number field enter the badge number to use for punching in and out Each badge contains a unique ten digit badge number on the back
67. rear of the PC600 so that the tab with the hole points downward away from the keyhole slot that can be seen immediately above Hang the terminal on the wall aligning the three keyholes on the rear of the enclosure with the three protruding screw heads and then pressing downward on the terminal housing until it lowers onto the screws Screw the small screw into the hole of the tab from the small L shaped bracket at the bottom of the enclosure This will fasten the PC600 to the wall and keep it from being easily removed When finished plug the power adapter into an AC wall outlet and proceed to the software installation PAYCLOCK amp PC600 USER S GUIDE Using the PC600 Terminal The PC600 will be ready for use after it is updated The update will download the employees The PC600 terminal allows employees supervisors and administrators to perform certain functions such as punching In and Out aes A gt Sam Ayco Last Clocked In 10 084m 9 10 09 38 50 Total Hours 120 0 Vacation 40 0 Sick 10 0 Personal To punch move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 M OX 6 When the badge is in close proximity to the PC600 a confirmation beep will sound a text message will appear a custom audio message may be played and the oval target area will turn either green or red indicating a good or bad transaction 9 PAYCLOCK amp PC600 U
68. reated in PayClock will be sent to the terminal s and they can start punching In Out 12 PAYCLOCK amp PC600 USER S GUIDE Hardware Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions To view a complete list of common problems and their solutions please visit our knowledge base located online at http support lathem com Issue Resolution I can t communicate Make sure that all connections are secure and the with the PC600 cables are intact terminal Make sure that the network cable is securely connected to the Ethernet port on the terminal Make sure that the terminal s power supply is securely connected to the electrical outlet and back of the terminal Make sure the network communication settings are correct at the terminal to check the settings e Press the Admin key enter the admin password and press Enter e Press the Network Setup button the Network Setup screen will display e Verify the settings for the terminal and the host Make sure the network communication settings are correct in the PayClock software to check the settings e Open PayClock and click on the Terminal Manager tab e Select the PC600 terminal from the list verify that the IP address on the Connection tab matches what was configured at the terminal If after going through each item above you are still not communicating with the terminal h
69. s with his her first punch of the day and continues until the day change or for 14 hours if working past the day change The work day length is set to 14 hours by default Example 1 Jane Doe s first punch Monday morning was at 7 30 am She didn t punch out to leave for the day until 10 00 pm PayClock calculated her time as 14 hours and 30 minutes because she didn t work past the day change Example 2 Jane Doe s first punch on Tuesday was at 1 00 pm Using the maximum work day length setting of 14 hours PayClock defines the expected end of her open shift to be by 3 00 am on Wednesday Jane s time will calculate and no missing registration exception will be generated if she punches out to complete her shift by 3 00 am on Wednesday Jane s time will not calculate and a missing registration exception will be generated if she punches out to complete her shift after 3 00 am on Wednesday Minimum PayClock Set up After completing the hardware and software installation you should set up your basic company structure This includes the pay period overtime and rounding 37 PAYCLOCK amp PC600 USER S GUIDE From the Getting Started window click the Setup Now button or click the Setup tab on the ribbon bar Q Get Started asics by helping you navigate through the software tn about 10 Use the buttons on the Setup tab to set up your basic company structure Pay Period Setup e At the Se
70. se from Lathem or from an authorized Lathem reseller The conditions of this warranty and the extent of the responsibility of Lathem Time Corporation Lathem under this warranty are listed below This warranty will become void when service performed by anyone other than an approved Lathem warranty service dealer results in damage to the product This warranty does not apply to any product which has been subject to abuse neglect or accident or which has had the serial number altered or removed or which has been connected installed adjusted or repaired other than in accordance with instructions furnished by Lathem This warranty does not cover dealer labor cost for removing and reinstalling the machine for repair or any expendable parts that are readily replaced due to normal use The sole responsibility of Lathem under this warranty shall be limited to repair of this product or replacement thereof at the sole discretion of Lathem If it becomes necessary to send the product or any defective part to Lathem or any authorized service dealer the product must be shipped in its original carton or equivalent fully insured with shipping charges prepaid Lathem will not assume any responsibility for any loss or damage incurred in shipping WARRANTY DISCLAIMER AND LIMITATION OF LIABILITY Except only the limited express watranty set forth above the products are sold with no expressed or implied warranties of any kind and the impl
71. sert Button You can use the Insert Registration button to add a punch when there isn t an empty cell in the timecard table to key in a time Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display At the timecard table toolbar click the Insert button and select Registration the Add Registration window will open Type in the hour and the cursor will automatically move to the minutes Type in the minutes and the cursor will automatically move to AM PM If your time is set to 12 hour format type an A or P to change to AM or PM Enter the date for the punch Click the Save and Exit button the punch will be added to the timecard Adding Non Work Time Timecard Table You can add non work time from within the timecard table and by using the Insert button on the timecard table toolbar 54 PAYCLOCK amp PC600 USER S GUIDE Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List the employee s timecard will display Locate the non work time column and then click on the cell for the day that you want to add the non work time The cell will be highlighted when it has been selected Type in the amount of hours and minutes for the non work time use the right arrow key to move from hours to minutes Press enter or tab on the computer keyboard to save the non work time Adding Non W
72. ssssssssseesssssreseeees 31 USING THE PAYCLOCK SOFTWARE cccssssssssssssessessssessessesessessesesees 32 LOGGING INTO PAYCLOCK Q cccssssssssssesssssreesssssssnsscsssssseceseeseeees 34 SETTING UP PAYCLOCK 10 0 cssessssssescessrsessessrsessessssessessssessessssessessesesees 37 ADDITIONAL SOFTWARE SETUDP cccccsssssssssessessesscesserseseenersesees 40 ADD EMPLOYEES AND ASSIGN BADGES ssssssssssesseseesersevees 42 EDITING TIMECARDG cccssssssssssessrsessssrsessessssessessssessessssessesessessessssesers 47 GLOBAL SCHEDULING cccsssssssssssssssessersesessesseseesersesessersssessersesessessesees 62 REPORTS scsssssssssssssrsessessrsessessrsssessesessessssessessssessesessessesessessesessessesessesers 63 SETTING UP YOUR TERMINAL csssssssssssssessessssessessrsessessrsessessesesees 65 ACTIVATING LIVE SYNC cscsssssssssssessesssscssssessesessessenevseseserseees 71 HARDWARE TROUBLESHOOTING ccsssssssssssessessrsessesessessssessersrsesees 73 SOFTWARE TROUBLESHOOTING cscsssssssssssssssessessssessessssessessesesees 75 APPENDIX A PC600 WAN INSTALLATION csssssssssssssresssecsreeseeees 76 APPENDIX B PAYCLOCK CLIENT SOFTWARE WAN INSTALLATION sccsssssssssssessessssessessrsessessrsessessesessessssesessessessssessessssessesers 79 APPENDIX C INTEGRATING PAYCLOCK WITH QUICKBOOKS 82 APPENDIX D CONNECTING THE PC600 DIRECTLY TO THE COMPUTER S NIC cccs
73. ssssssssssssersesessersesessersssessessesessersesessersesessersesesessesess 84 Copyright 2011 Lathem Time Corporation All rights reserved Reproduction of this document in whole or in part is strictly prohibited This document may contain typographical or copy errors PayClock Lathem the Lathem logo and all other Lathem product names mentioned in this document are registered trademarks of Lathem Time Corporation All other products brand names or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies Quick Start Steps Carefully follow each step of these instructions for a trouble free experience Note It is recommended to install and mount the PC600 terminal before installing the PayClock software With the PC600 terminal powered up and connected to the network LAN the software will search for it on the network and automatically configure the terminal 45 inches Verify the contents of your system For more detailed information turn to page 5 Select a location that will be convenient to employees punching In Out Also keep in mind that a 115v AC power outlet should be within 6 feet as well as a connection to the network LAN For more detailed information turn to page 7 Use masking tape to hold the included mounting template onto the wall Drill the holes using the template as a guide Note The bottom of the terminal should be abo
74. ssword is lathem For more detailed instructions turn to page 34 Click Setup Now from the Get Started window to configure PayClock For more detailed instructions turn to page 37 Add employees as well as create supervisors using the Employees button under the Setup tab To add a new employee click New and then enter the employee data To create a supervisor select the desired employee and check Allow Supervisor Functions under Options For more detailed instructions turn to page 42 After adding the employees click on the Terminal Manager tab Activate Live Sync and update your terminal s For more detailed instructions turn to page 71 PAYCLOCK amp PC600 USER S GUIDE Welcome Purpose of this User s Guide The purpose of this user s guide is not meant to be a complete manual for the product It is a quick reference to get you started Please refer to the PayClock Help for detailed product information setup guidance and operation information Product Overview Reliability functionality and ease of use are trademarks of the PayClock software and terminals With the PC600 terminal employees can use a badge or PIN to punch in and out view messages or benefit time balances it s that simple The PayClock software and PC600 terminals are the ideal solution for businesses that want to track employee time and automate payroll The PC600 terminal connects to your network for communications w
75. t screen YReset Use caution when selecting this menu item This menu item will reset the entire terminal to the manufacturer default settings All settings administrators supervisors employees and data will be cleared you can not recover this information To enter into administrator mode at the PC600 press the Admin button The Enter PIN screen will display e Using the numeric key pad enter the administrator PIN number and press Enter e The Administrator Main Menu screen will display e Press Reset The Clock Reset screen will display e Press the Reset Clock button e At the confirmation screen press Yes if you are sure you wish to reset and clear the terminal e The terminal will reboot and restart as if it were a new terminal that had never been used Y WARNING Use caution when selecting this menu item This menu item will reset the entire terminal to the manufacturer default settings All settings administrators supervisors employees and data will be cleared you can not recover this information 20 PAYCLOCK amp PC600 USER S GUIDE Supervisor Transactions Supervisors have the ability at the PC600 to view and edit employee punches add new employees send messages and override shift lockouts To set up an employee as a supervisor check the Allow Supervisor Functions option for the desired employee at the Employees button under the Setup tab Note Some supervisor functions require that the PC600 be
76. t the Departments button of the Setup tab you define the departments used by your company Departments can be used to track time by groups of employees Additionally you can use departments to filter lists of employees Also if your terminal supports employee transfers you can create departments so employees can transfer from one department to another department PayClock allows you to set up to 100 departments Breaks Button At the Breaks button of the Setup tab you define the break and meal rules that will be applied to shifts Breaks can be punched 40 PAYCLOCK amp PC600 USER S GUIDE automatically deducted or a combination of both They can also be unpaid or paid Breaks are applied to shifts For example you have a shift that starts at 7 30am and ends at 4 00pm with a 30 minute punched unpaid break that can be taken between 11 30am and 2 00pm After defining the breaks assign them to shifts Shifts Button At the Shifts button of the Setup tab you define the work day for employees Shifts identify when an employee is expected to punch In or Out and how to calculate the punches For each shift rule you can define the start and end of the shift as well as the break associated with the shift For example you have a shift that starts at 7 30am and ends at 4 00pm with a 30 minute punched break After defining the shift rules you can then assign shifts to the employees Employees Button The Employees button of the Setup tab on t
77. the badge reader symbol below the illuminated oval target area on the front of the PC600 When the badge is in close proximity to the PC600 a confirmation beep will sound and the Enter Amt screen will display Using the numeric key pad enter the value for the amount and press Enter A confirmation screen will display showing the amount entered for the employee Viewing Totals Press the View Totals button on the touch screen of the PC600 Move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600 When the badge is in close proximity to the PC600 a confirmation beep will sound and the employee s grand totals for the pay period and any benefit time will display Employee Transactions using a PIN Employees can record transactions or view total information by using the touch screen on the terminal Clocking IN Out Press the Clock In Out button on the touch screen of the PC600 The Enter PIN screen will display using the numeric key pad type in the employee s PIN number and press Enter 11 PAYCLOCK amp PC600 USER S GUIDE A confirmation beep will sound a text message will appear a custom audio message may be played and the oval target area will turn either green or red indicating a good or bad transaction Department Transfers Press the Transfer Depts button on the touch screen of the PC600 The Enter PIN screen will display using the numeric key pad
78. tically If not follow the steps below gt Click Start My Computer or Computer 27 PAYCLOCK amp PC600 USER S GUIDE gt Double click on the drive that contains the PayClock installation CD L Follow the Setup Steps It may take the install a few minutes to start please be patient From the Install PayClock window click on Next Read the License Agreement and select I accept the terms of the license agreement and Next to move forward The Standard Install Recommended will be selected click Next to continue At the Ready to Install screen click Next At the Server Summary screen click the Print button this data may be needed at a later time Click Next to move forward At the PC600 Clock Setup click Start Discovery the searching animation will start When the terminal is found the searching animation turns green and will stop click Next At the Installation Complete screen click Finished LJ Open PayClock After installing you can run PayClock by clicking its icon The default log in is Admin with the password lathem PayClock Product Registration From the Getting Started window register PayClock via the Internet or phone You must register within 30 days of installing the software Note You cannot activate the multi user license until you register PayClock 28 PAYCLOCK amp PC600 USER S GUIDE L Purchase Features e Contact the help desk by calling 1 800 241 4990 or visit
79. to the PayClock software After you close the pay period you can still run reports and exports but you cannot edit the closed data Make sure that you have finished making all your changes before closing your pay period Note A closed pay period can be re opened for the purpose of making a forgotten edit but caution should be used Payroll rules may have changed since the pay period was closed and once a pay period is re opened it will be recalculated using the rules at the time of the re open if changes are made to an employee s timecard data See the PayClock Help for detailed information on closing or re opening a pay period Close the Pay Period e Select the Timecards tab and click the Close button The Select Pay Period window displays e Select the desired pay class and click OK e When the Close Procedures window opens verify that the dates for the pay period being closed are correct 60 PAYCLOCK amp PC600 USER S GUIDE WARNING If you are not sure you want to close the pay period click CANCEL e Type the word YES in the box and click OK with your mouse Re opening a Closed Pay Period A closed pay period can be re opened for the purpose of making a forgotten edit or change but caution should be used Payroll rules may have changed since the pay period was closed and once a pay period is re opened it will be recalculated using the rules at the time of the re open if changes are made to an emplo
80. tup tab click the Pay Class button e Select the Standard pay class item from the List box on the left side of the window The Standard pay class will open on the General tab e Select the Pay Period Type The available options are Weekly Bi Weekly Semi Monthly Monthly and Custom e Set when the pay period starts under the Current Pay Period date field Click the Help button if you need assistance setting up the pay period e Click Save to keep your changes Overtime Setup e With the Standard pay class item still selected click on the Overtime tab e To set up daily overtime select the pay code and set the limit 38 PAYCLOCK amp PC600 USER S GUIDE e To set up weekly overtime select the pay code and set the limit Click the Help button if you need assistance setting up the overtime e Click Save to keep your changes Rounding Setup e With the Standard pay class item still selected click on the Advanced tab e Select the rounding option Note The Not Selected option will set the rounding to true time or minute to minute Click the Help button if you need assistance setting up the rounding e Click Save to keep your changes Shift Length Setup The Maximum Work Day Length setting allows you to enter how long employees would normally work in one day Note Normally you should leave this field at the default setting of 14 hours If the setting is too large y
81. type of installation e 7350 PayClock Network Terminal Service e 7351 Auto Poll Service e 2638 PayClock Database Server 76 PAYCLOCK amp PC600 USER S GUIDE PC600 WAN Installation At the remote site install mount and connect the PC600 terminal to the network With the PC600 powered up and connected to the network press the Admin button and enter the administrator PIN 99999 The Administrator Main Menu will display Press the Network Setup button The Network Setup screen will display If using a static IP address at the terminal select DHCP Off Set the terminal s IP Subnet Mask and Gateway addresses If you are using DHCP select DHCP On The IP Subnet Mask and Gateway Address will automatically be set when the DHCP setting is On Press the Define Host button the Define Host screen will display Press the Host IP button and enter the IP Address for the computer where the PayClock database server resides and press OK Note Use the Server Summary or Connection Info print out for the PayClock database server s IP addtess Under Live Sync press the Enable button the Sync Now button will display Press the Sync Now button the screen will turn orange with Downloading Latest Data From Host Please Wait When finished verify the connection Press the Admin button and enter the administrator PIN 99999 77 PAYCLOCK amp PC600 USER S GUIDE e The Administrator Main Menu
82. u will see 3 areas the Report Ribbon Bar the Report Category List and the Report Toolbar with Viewer es Home Tecate Scheduling Repots Tomna Manager E R z GS saot Pma 9 790 a 2 Senders 5 Ho mm Ribbon Bar Pay Oms Ho Monday Ocidar 25 2010 tire Sunday November 07 2010 BHO Filtering Employees for a Report Singie ciick the desired report in the lit and then click the Select Employees button Running a Report with the Default Options Double click the report mame in the Iht Report Category List Running Reports The Reports tab is used to view reports on employee data The Reports Ribbon Bar has the following button groups Export Print Settings Refresh Navigation Pay Class Pay Period Grouping and Help You can run reports on the open pay periods closed pay periods or for a date range Note Certain reports allow you to drill down to see more detailed information The Report Category List area is where you choose which report you want to display in the viewer The list of available reports is populated when a report category is selected The available categories are All Reports Most Recently Used My Reports Payroll Reports Attendance Reports List Reports Schedule Reports Management Reports and Administrator Reports 63 PAYCLOCK amp PC600 USER S GUIDE Including All Employees in the selected report To view a report with all of the employees simply double click on the report in the list e
83. ut 45 inches from the floor Remove the template and install the mounting screws using the plastic wall anchors if needed Leaving about 3 16 of the screw exposed Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on back of the terminal Route the cabling through the available channels to best suit your installation Hang the terminal on the wall aligning the three keyholes on the rear of the terminal with the protruding screw heads and then press downward until the terminal lowers onto the screws Align the L R security bracket into the slot at the bottom rear of the PC600 and screw it into place This will fasten the terminal to the wall Remove the plastic cover from the display and plug the Power Adapter into an AC wall outlet Verify your computer meets the Minimum System Requirements listed in this User Guide turn to page 6 Install the PayClock Software For more detailed instructions turn to page 27 Important Notes Make sure your screen saver is not showing before inserting the installation CD s Open and close the CD ROM drawer if the CD is not recognized when inserted 10 ro 32 Employees R 3 3 1 1 Update Selected Update All Terminal Update Terminals Open the PayClock software by clicking on the PayClock Icon The default pa
84. will display Press the Device Information button e Verify that the correct Company Name shows e Press the back button until you have returned to the default screen e A green icon E will show on the PC600 display identifying it is in live sync mode e The PC600 terminal will be operational and ready for use Note All communications have to be initiated from the PC600 terminal when running as a WAN installation For example you can t poll or update from the PayClock software The terminal s Live Sync function will automatically send the punches to the database and also check to see if it needs to update itself 78 PAYCLOCK amp PC600 USER S GUIDE Appendix B PayClock Client Software WAN Installation These instructions identify the steps to configure the PayClock Client softwate to communicate with the PayClock database server across the internet Important Notes WAN Installation Requirements e There must be a VPN tunnel connecting the local and remote sites e The network administrator may be required to configure the network routers to route the ports used by the PayClock Client and PayClock database server e A static IP address is required on the computer designated as the PayClock database server e PayClock must be licensed as a Multi User system additional license fees may apply Important Port Information The following ports are used for this type of installation e 7350 PayClock Network
85. yee s timecard data Important Note When you re open a closed pay period all other open pay periods will be temporarily closed and will not allow edits Once the re opened pay period is closed again the temporarily closed pay periods will go back to their normal open state and will allow edits e Select the Timecards tab Using the Pay Period navigation buttons locate the closed pay period to be re opened e The Close button will change to a Re Open button e Click the Re Open button When the Re Open Procedures window opens verify that the dates for the pay period being re opened ate correct amp WARNING If you are not sure you want to re open the pay period click CANCEL e Type the word YES in the box and click the OK button with your mouse e The Pay Period Status will change to Open For Edit and all others will change to Closed 61 PAYCLOCK amp PC600 USER S GUIDE Global Scheduling The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar In addition the Scheduling tab is used to apply shifts to groups of employees allowing shift assignments in mass rather than having to assign shifts to employees individually These shift assignments will make up the employee s work schedule You define the employee s work schedule in the calendar and assign shifts by date A separate labor coverage chart is also available to view which allows for verificat

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