JTA250PC TIME CLOCK. Installation & Operation Manual. System Quick Reference. and. v9.00 ( ) Jantek Electronics, Inc.

Transcription

1 v9.00 ( ) JTA250PC TIME CLOCK Installation & Operation Manual and System Quick Reference Jantek Electronics, Inc. Temple City, CA

2 JTA Jupiter 1000, JTA250PC, JTA250TPC and JTA250MPC are registered trademarks of Jantek Electronics, Inc. The JTA Jupiter Time & Attendance System is copyright by Jantek Electronics, Inc. All rights reserved. The JTA250PC Time Clock Installation & Operation Manual and System Quick Reference or portion thereof may not be reproduced in any form (except as permitted within the license agreement) without the written permission of Jantek Electronics, Inc. All brands or product names used in this publication are trademarks or registered trademarks of their respective holders. ii

3 5. Additional Product Information 5.1 Technical Support If you bought the Jantek product(s) from any Jantek dealer, please contact them for any technical support. Otherwise, Jantek Electronics provides free technical support for the first 3 months from the purchase of the JTA250PC Time Clock. Beyond this period, technical support is available on a per-issue basis, or with an annual technical support contract. For assistance, please call us Monday-Friday 8:00 am 5:00 pm PST at (626) or us at support@jantek.com. 5.2 Payroll Interfaces For payroll interfaces, call your local Jantek dealer or visit our web site at or call (626) for availability. 5.3 Extra Proximity Badges To order additional proximity badges or key tags for your JTA250PC Time Clock, call your local Jantek dealer or call (626) or fax your purchase order to (626) Optional Modules Jantek Electronics offers optional modules that expand the software and time clock s capabilities. These include: Upgrade employee capacity, Lockout, Door Open, Merge, Access Control and Accrual modules and more. For inquiries, contact your local Jantek dealer or call us at (626) or send to info@jantek.com. 1. Table of Contents (1) Introduction...1 (2) Installation Parts Checklist Wall Mount Installation Procedure Cable Wiring/Color Coding Electric Door Strike or Bell Connection Diagram...5 (3) Setup and Operation User Mode Entering User Mode Exiting User Mode Daylight Savings Time Swipe and Go Lockout Bell Door Open History Count Reader ID Set Date and Time Quit Supervisor Mode Enter Punch Daylight Savings Time Swipe and Go Lockout Bell Door Open Clear History User Password Set Lockout Key-In HID Format Quit How to Use Proximity Cards Function Keys Setting up Function Keys in the Software Using the Function Keys on the Time Clock iii

4 (4) Frequently Asked Questions (FAQs) Employees Auto Procedures Payroll Time Cards Holidays Punches Shifts Pay Policies Data Collection Reports Error Messages General Clock...26 (5) Additional Product Information Technical Support Payroll Interfaces Extra Proximity Badges Optional Modules...30 A: Make sure that the clock is not set to Swipe & Go mode. If it is not, try unplugging the AC power adapter, waiting for 5 seconds, and then plugging in the adapter again. Q: How can I enable the clock s Swipe & Go mode? A: Enable the Swipe & Go mode directly from the clock. Press CMD + CMD , then 8 (enter supervisor password) 3 (Swipe & Go) 1 (Yes) ENT. Q: Can I use COM3 or COM4 for my timeclock? A: The serial ports COM3 and COM4 can be configured to run a timeclock if you add them using a different IRQ than that of COM1 or COM2. For example, if you do not have any device in your system using IRQ5, you can add another serial port using COM3 IRQ5 and the timeclock will function properly. If you attempt to add COM3 using the same IRQ as COM1 or COM2, you will have problems getting the timeclock or any device working on the port. Q: How can I free up a serial port for a timeclock to use? A: Some computers have a PS/2 style mouse connector that is a dedicated port that uses IRQ12. These can be purchased as an addon board. There are also multi-port boards on the market that allow you to add four (4) or eight (8) additional serial ports to a computer. Q: Can an employee key-in their badge # if in case they forgot their card? A: Yes, by default the JTA-250 clock has this feature enabled. iv 29

5 A: Yes, go to the Clock menu Time Clock Configuration Clear Time Clock Memory, and then click the Clear Employee button. Q: Sometimes an employee swipes IN/OUT and the clock displays the wrong name. How can I fix this? A: Download the employee information into the clock again. You can do this by going to Clock Time Clock Configuration Download Emp. Info., selecting the applicable employees, and then clicking the Download button. Q: What is the difference between the capacity of employees and punches for 256K, 512K and 1MB clocks? A: 256K = 50 employees, 4500 punches 512K = 100 employees; 6000 punches 1MB = 1000 employees; 8000 punches 1. Introduction The JTA250PC Time Clock is a device that reads proximity cards to track employee attendance. The JTA250TPC is with optional built-in Ethernet module. The JTA250MPC is with optional built-in Modem module. The PC Time Clock has a keypad to allow programming and data entry. The keypad consists of 10 numeric keys (,,,.. ), 2 function keys (, ), IN and OUT button (, ) and COMMAND and ENTER buttons (, ). Q: Will the clock automatically adjust itself for daylight savings time? A: Yes, provided that you have the correct date and time set in the clock and that you have enabled the Daylight Savings Time option in both the clock and the software. Q: The Time Clock Data Collection screen says, Collecting from time clock #?? and does not do anything. What s wrong? A: This indicates there is no connection to the time clock. Try the following: 1. Check that all connectors are attached securely. 2. Make sure that the COM port being used by the clock has the same port setup in the software (go to the Clock menu Time Clock Configuration Port Config). 3. Check for any breaks in the cabling. Look for any activity that could have damaged the cable like construction, moving furniture, rodent activity, etc. 4. There are DIP switches on the clock s circuit board. Pin 1 should be on, all others off, to set on Reader number 1. Q: A new employee was added in the software. Why is it that when he clocks IN or OUT, it shows the card number and not his name? A: Download the employee information into the clock. You can do this by going to Clock Time Clock Configuration Download Emp. Info., selecting the applicable employees, and then clicking the Download button. Q: If I have new employees and I download these names into the clock, does it erase/overwrite the names already in the clock? A: Choose the necessary names to be added into the clock (Clock Time Clock Configuration Emp. Info., then select the new names and download). This will only add the new names and will not erase existing names into the clock. Figure 1: JTA250PC Time Clock keypad The current key function mappings are: This key is pressed prior to waving the card through the card reader to register an employee's starting time. This key is pressed prior to waving the card through the card reader to indicate that the employee is exiting the workplace. This key is used to enter command mode. This key is used to confirm the digit selected in tip, job, department, pay code, the user mode and the supervisor mode. This key is used to return to the previous screen while in the user mode and supervisor mode, as well as performing userdefined functions as defined in the software. This key is used to scroll to the next screen while in the user mode and supervisor mode, as well as performing userdefined functions as defined in the software. Available user-defined functions that can be programmed to the function keys are: Tip Entry, Department Change, Job Change, View Last Punch and Previous Punch, and Pay Code. Q: Why are the IN and OUT keys on the PC Time Clock not working? 28 1

6 2. Installation 2.1 Parts Checklist You should find the following parts included in the JTA250PC Time Clock package: JTA250PC Time Clock AC Power Adapter Cable Wire (1) for CON1 inside wiring, and cable wire (1) for CON10 of JTA250PC inside wiring only. Communication cable 50 (1) for JTA250PC outside wiring only. No cable for JTA250TPC & JTA250MPC. Installation & Operation Manual Keys (2) Mounting Screws (4) 2.2 Wall Mount Installation Procedure 1. Drill all required holes in the wall. 2. Pop up all the four plastic holes seen on each corner of the back plate. 3. Fasten the four screws to secure the back plate to the wall. 4. For Direct cabling, skip to step # 5. Otherwise, pull the cables through the Cable Routing hole; connect AC/DC power supply cable to CON1 and communication cable to CON10 of JTA250PC on the circuit board. The JTA250TPC and JTA250MPC can be connected power cable to CON1. Make sure that DIP switch position 1 is turned ON while positions 2-7 are OFF for reader ID 1. Position 8 is reserve for HID reading (See Chapter 2.3 for cable wiring/color coding). A: Most computer peripherals connect to your PC through serial communication ports, or COM ports, that are built in to your PC s motherboard or on adapter cards. To prevent any hardware conflicts, ensure that the COM port the clock is connected to does not use the same IRQ as another device. The following table shows common error codes dealing with COM ports: Can t open port: RC=-20 Can t open port: RC=-11 Can t open port: RC=-2 The port specified under System Configuration does not exist. Set the configuration to a valid, unused serial port. The specified COM port is already in use by another device or was not released properly by a previous operation. Close the program and reboot the machine. Also make sure you resolve any conflicts with other devices, or use a different COM port. This message occurs rarely and means the specified COM port was not open. Q: I am unable to communicate with the clock. It keeps on saying that the time clock did not respond. What s wrong? A: There are 3 things to check: a. Make sure that the COM port being used by the clock is the same port set up in the software (go to the Clock menu Time Clock Configuration Port Config). b. Make sure that the cables are properly attached to both the clock and the PC. c. Try unplugging the clock s AC adapter, waiting for at least 5 seconds, and then plugging it in again. Q: How can I set the date and time in the time clock? A: You can do it two ways: a. Through the clock: CMD + CMD , then 9 (Set Date & Time). b. Through the software: Clock Time Clock Configuration Date & Time, then Send. Q: How do I set daylight savings in the time clock? A: You can do it in two ways: a. Through time clock: CMD + CMD , then 8 (enter supervisor password) 2 (Set Daylight Save) 1 (Yes) ENT. b. Through the software: Clock Time Clock Configuration Daylight Savings, check the Daylight Saving box and click on the Send button. Figure 2: Mounting the JTA250PC back plate Q: Can I wipe out all the employee information that has been downloaded into the clock? 2 27

7 Q: How do I restore data from a backup file? A: Go to System Utility Restore Data. Press the Locate button or specify the drive and directory where the backup file is stored. 5. Position the front cabinet so that the upper tab at the top of the cabinet slides behind the ear on the back plate. Q: Is the Jantek software compatible with Windows ME or Windows XP Home Edition? A: No, ME and XP Home Edition are used for home purposes. Jantek software works with Windows 98, 98SE, NT 4.0 with service packs, 2000, and XP. Q: Can I transfer the existing Jantek software installation from one PC to another? A: If you have a CD-R or CD-RW drive, you can burn the entire Jantek folder to a CD then copy it onto the second PC s hard drive. If you do not have a CD burner, but have a network set up, you can copy it through the network onto the second computer s hard drive. Alternatively, copy the Jantek folder to a network drive first, and then move it to the hard drive on the second PC. Q: My computer crashed, so I reinstalled the Jantek software onto a new PC. Why is it saying that it s a demo version? A: You need to enter the company name in the system configuration screen (System Setup Configuration System Configuration). The serial number field is optional and is used to enable certain modules such as Lock Out, Bells, etc. Figure 3: Sliding the front cabinet onto the back plate There are 2 connectors that can be seen on the bottom of the clock on the right hand side. The rightmost connector is for the power adapter and the phone-type (RJ11) jack immediately to the left is for communication with the host PC on JTA250PC, or RJ11 jack is for phone line connection on JTA250MPC. If your clock has a leftmost RJ45 jack, it is for Ethernet connection on JTA250TPC Time Clock. Q: How can I install the program on a network and run it in on workstations? A: Install the Jantek software onto a network drive and install the VFP Runtime setup to the local drive for each workstation. Then create a shortcut to the JTAW32.EXE on each workstation that will require access to the software Clock Q: The time clock cannot read an employee s badge. Why? A: Check if the red LED is flashing on the time clock. Also, the LCD screen should display the time and date. a. If it does not display the time and date, unplug the AC power adapter, wait for 5 seconds, and then plug in the adapter again. The time clock will beep and display time and date. Try to read the card. b. If the clock does display the time and date, slowly move the badge towards the clock facing the keypad. If it still cannot read the card, try another badge. If the clock still does not read the badge, contact your Jantek dealer. Q: What causes a COM port conflict? Figure 4: JTA250PC, JTA250TPC, or JTA250MPC with cables connected 6. JTA250PC - Connect the other side of the communication cable to either communications port COM1 or COM2 on the PC. JTA250TPC Connect to Ethernet. JTA250MPC Connect to telephone line. 7. Plug the AC/DC power supply adapter to 110V AC power. 8. Wait for a couple of seconds, the clock display should show the date and time and the red LED will flash continuously every second. 9. Program the clock mode as well as other parameters. (See following sections for instructions). 26 3

8 2.3 Cable Wiring/Color Coding Communication Cable to PC FUNCTION RJ-11 DB9 DB25 TX Pin 4 Pin 2 Pin 3 RX Pin 5 Pin 3 Pin 2 Ground Pin 3 Pin 5 Pin 7 CON1 (Power/Relays) FUNCTION COLOR DESCRIPTION 12V+ Red Power: 12V DC 12VG Black Power: Ground NO1 Blue Relay1: Normally Open COM1 Purple Relay1: Common NC1 Gray Relay1: Normally Closed NO2 White/Blue Relay2: Normally Open COM2 White/Purple Relay2: Common NC2 White/Gray Relay2: Normally Closed PUSH Brown Not Used GND Black Not Used ALARM Yellow Not Used CON10 (Communication) FUNCTION COLOR PC- PC- TO NEXT CLOCK DB9 DB25 TX Black Pin 2 Pin 3 RX Brown Pin 3 Pin 2 Ground Red Pin 5 Pin 7 Pin 3 on CON10 TX Orange Pin 2 on CON10 RX + Yellow Pin 1 on CON10 Not a table/dbf Table is not ordered Cannot update cursor A: First, navigate to the folder where the Jantek software is installed. Locate any (8-digit) files with eight numbers as the name and an extension such as DBF, CDX, FRT, FRX (e.g DBF). These are corrupted data files, and should be deleted. While still in the main Jantek folder, create a new text by going to Start Programs Accessories Notepad. Then, click File Save As, and enter the file name as IDX_UPD.FLG including the quotes. It is important to make sure this file has no TXT extension. Lastly, run JTAW32.EXE, and then login to the Jantek software. Q: I m trying to print using an HP LaserJet 4100 and the program is displaying an error saying, Pure virtual function code What do I do? A: The printer driver you are attempting to use is incompatible with the Jantek software. Change the printer driver to the standard HP LaserJet III. Consult your operating system manual or Help system for the appropriate steps to follow to do this General Q: I just installed the software. Where is my serial number? A: Serial numbers are only provided if you purchase additional employee capacity and/or optional modules (e.g. Merge, Accruals, Lockout, Bell, and Access Control). You may enter your company name in the space provided. Q: How can I restore an archive file to the History database? A: Select System Utility Archive Data Restore Archive to History. You must specify the location where the archive was saved. Q: How exactly would the Jantek software compute the following? Job 1 = 36 hrs ($10/hr) Job 2 = 8 hrs ($8/hr) Job 3 = 4 hrs ($6/hr) A: Assuming you have Max Regular Hours on the Weekly Overtime page in the Pay Policy set to 40, and Maximum Overtime 1 set to 40, then you should see the following computation: Job 1 = 36 hrs ($10/hr = $360) Job 2 = 4 hrs ($8/hr = $32) Job 2 = 4 hrs ($12/hr = $48) Job 3 = 4 hrs ($9/hr = $36) Q: How can I backup the database? A: In the Jantek software, select System Utility Backup Data. Specify which data you want to save and select the drive and directory where you would like the file stored. 4 25

9 Q: Is it possible to create a Time and Attendance report and sort it by Department (Level 2)? A: Yes, in the Report Generator, make sure you choose select in the Sorted By drop-down list either Dept, Employee #, Dept, Last Name, or Department, SSN. Q: How do I print out a report that shows their employees pay rates and sort by their last names? A: Select Employee Employee Report. Choose Last Name from the Sorted By drop-down list and make sure that the Summary box is unchecked. Q: Can I create an employee time card report showing with Department (Level 2) changes? A: Yes, in the Report Generator, create a Labor Cost Report and sort it by *Dept, Last Name or *Dept, Employee #. Important Notes: 1. To differentiate (+) from (-) from the AC/DC power supply adapter, the wire with prints is the positive (+). 2. When using the main board to attach the communication and power cables, you have to cut the end of both cables separating the plugs. 3. Since the power jack is very tight, you have to push in the plug firmly to ensure proper connection. 2.4 Bell Connection or Electric Door Strike (Optional) Use the diagram to connect the PC Time Clock to open a door or ring bells only when you have either of the following optional modules: Door Open (Access Control) or Bells. Q: How can I a report exactly the way it looks when printed or viewed on the screen in the Jantek software? A: One of the new features of Jupiter v9 is the ability to reports. In the Report Generator screen (Report Report Builder Current), enter the information that you need (Report Group, Report Title, Sorting, Date Range, etc) and then click on the button . Select Attach Report As PDF Adobe Acrobat. Other formats include MS Excel (XL5 and XLS), HTML, RTF, TXT DBF and CSV Error Messages Q: I m getting an error message while trying to collect data saying, Internal consistency error. What do I do? A: Run JTAW32.EXE from the directory where the Jantek software is installed, and then run File Maintenance (System Utility File Maintenance). Q: When I try to login to the Jantek software, I get an error message saying, Administrative lockout is in effect. How do I fix this? A: Navigate to the folder where the Jantek software is installed. Locate a file named NOLOGIN.FLG and delete it, and then you should be able to login successfully. Note: For magnetic locks, connect the negative (-) power wire to NC1 instead of NO1. Q: I m getting an error message saying,.dll and.ocx error OLE error. What do I do? A: This would typically occur when you try to use a workstation with the Jantek software is installed on a network server. Run the VFP Runtime setup from the installation CD-ROM and install it onto a local drive, then run try running the Jantek software. Q: How can I resolve one of the following error messages? This program has performed an illegal operation and will shut down 24 5

10 3. Setup and Operation 3.1 User Mode Entering User Mode User mode is used to display the status of system settings only. In order to enter this mode, you need to press and you must enter the user password. Enter the user password, which is by default (this can be changed from the Supervisor Mode from the PC Time Clock). Please note that while entering the password, you will see an asterisk (*) for each digit you press. If the password is incorrect, the time clock will display a message saying, Password Fail! then will revert to the normal operating mode. The user menu will be displayed if the proper password is entered. The following functions are available: 1 st Screen 1) Daylight Save 2) Swipe & Go 2 nd Screen 3) Lockout 4) Bell User Password _ 3 rd Screen 5) Door Open 6) History Cnt 4 th Screen 7) Reader ID 8) Supervisor Pwd 5 th Screen 9) Set Date & Time 0) Quit Pressing the button allows you to move to the next screen and allows you to return to the previous screen. If you are viewing the 5 th screen, pressing will cause the time clock to return to the normal operating mode. Use the number preceding the menu item to select the desired function, and then press to confirm the selection. Maximum Regular Hours is set to zero, and there are values in the Maximum Overtime 1 and 2 fields (for example, 8.00 and 4.00 respectively). Recalculate the time card data after making any changes. Q: How can I create a pay policy for shift 0 with a premium for employees that work Saturday or Sunday? A: Go to the Edit Pay screen Miscellaneous Weekend Premium, and enable the policy rule. Make sure you choose the Weekday Premium Based on Shift/Schedule option. In both the Sat and Sun tabs, check the Turn day On box, then specify the percentage or additional amount to be given as a premium after selecting either the + or * buttons. 4.9 Data Collection Q: How do I collect the data from the time clock? A: Make sure the clock is connected to your PC. Go to Clock Data Collection, or use the Collect button from the toolbar, then click the Collect Data button. Q: Is it OK to click on the Stop button while collecting data and not lose punches that are still in the clock? A: You should not lose any employee punches remaining in the clock if you stop the data collection process. Q: Will I run into any problems if I have DSL installed? A: DSL should not interfere with the Jantek hardware or software. To ensure you have communication with the clock, attempt to view a time clock status report before collecting any punches from the clock (Clock Time Clock Configuration Time Clock Status) Reports Q: How do I create a report showing employees that did not punch IN or OUT on a particular day? A: Create an Absentee Report from the Report Generator. Q: How can I view a report showing employees that forgot to punch IN or OUT? A: Go to the Report Generator and select Exception Report as the report type. After selecting the Screen, Printer or Disk File buttons to select where you want the output to go, choose only the Missing Punches option from the resulting screen. Important Notes: 1. The Swipe & Go, Bell, Lockout, and Door Open settings are NO by default, while the default Daylight Saving setting is YES. 6 23

11 Select System Setup Shift Management Edit Shift and set the various options. 2. If the work pattern of your employees does not fit evenly into a weekly pattern, then you can create Crew Shifts. Crew shifts can be used to generate schedules for individuals or groups of employees. For example, employees work 4 days and have 2 days off starting on Monday and ending on Saturday, starting again on Sunday and ending on Friday, etc. Select System Setup Crew Shift Management Edit Crew Shift Specify the hours the employee(s) will be working, and how many days on/off. Assign this crew shift number to the employees who will be on it using Edit Employee screen. Then create the schedule based on the crew shift pattern: Select Employee Generate Schedule from Crew Shift, choose the range and click the Generate button. 3. Schedules can be created for particular employees, which are specific to one week. Click on the Scheduler button, select the desired employee and the scheduling date, and then click the Add button. Enter the hours for the week and other options, then press the Save button. Q: How to set up a shift with differentials? A: Select System Setup Shift Management Edit Shift Enable Shift Differential. Q: Is there a way to globally assign all employees to shift 0? A: Please contact your dealer or Jantek support representative for assistance with this. 4.8 Pay Policies Q: How do I configure an existing policy to always require for authorization to pay for overtime? A: Go to the Edit Pay Policy screen Overtime Overtime does not require authorization to be paid, and select the Overtime requires authorization to be paid option. Q: Can I set up a policy that will not pay employees for time before their shift if they punch IN up to 1 hour before their scheduled shift? A: Yes, you need to configure the policy to round employees IN times. In the Pay Policy screen Rounding Fixed Shift Rounding, enable the policy and enter 60 in the Rounding field under Shift In. Q: The seventh consecutive day worked is computed as a regular day, when it should be computed as Overtime 1. What s wrong? A: Check the policy in the Edit Pay Policy screen and ensure you have set the Overtime does not to require authorization to be paid option. Also make sure that in the Seventh Consecutive Day Rule screen, 2. Lockout, Bell, and Door Open functions are available through optional modules. Please contact Jantek for further information Exiting User Mode Pressing then will exit the user mode. The time clock will also automatically exit the user mode if there is no keypad activity for more than 20 seconds and will display a message on the screen saying, Time Out Quit! Daylight Savings Time When you select from the user mode, the time clock will display the status of the daylight savings time setting. A typical display would be: Swipe & Go When you select from the user mode, the time clock will display the status of the swipe & go setting. A typical display would be: Lockout (Optional) When you select from the user mode, the time clock will display the status of the lockout profile function. A typical display would be: Bell Daylight Saving <Yes> Swipe & Go <No> Lockout <No> When you select from the user mode, the time clock will display the status of the bell schedule setting. A typical display would be: Bell <No> 22 7

12 3.1.7 Door Open (Optional) When you select from the user mode, the time clock will display the status of the door open function. A typical display would be: History Count When you select from the user mode, the time clock will display the total number of punches that are stored in the clock that have not been collected as well as the total size for history buffer. A typical display would be: Reader ID When you select from the user mode, the time clock will display the clock's reader ID number. A typical display would be: Set Date & Time Option from the user mode allows you to set the date and time. Please note the following: a. Date format YYYY-MM-DD b. Time format Weekday HH:MM:SS where Weekday 1=Monday, 2=Tuesday, 3=Wednesday, 7=Sunday c. The Time display is always military time (e.g. 2:00 PM 14:00) Quit Door Open <No> Hist Cnt: xxxxx Hist Size: xxxxx Reader ID: 001_ Date: Time: 4 08:00:00 Pressing will bring you back to the main screen. employee and the applicable punches, and then press the Collect button. Q: How do I manually edit employee punches? A: Go to the Edit Timecard screen, highlight the punch to be edited, then click on the Edit button. Q: Can unclaimed punches be deleted? A: Yes, from the Time Card menu, select Assign from Unclaimed Punches. Select the punches you want to delete and then click the Delete button. Q: Why is it that when employees are punching IN to change to a different department or job, it s not giving them an OUT punch for the previous department or job they worked? A: Go to the Edit Pay Policy Edit screen and in the Standard Auto Punch Out Previous Level section, make sure that all the three levels are enabled. Q: How can I manually add punches for myself since I do not punch IN/OUT from the clock? A: Add yourself as an employee in the software then in the Edit Timecard screen; use the Add button to specify the hours you worked. To add records for more than one day, use the Add Multiple button. Q: One of my employee s time cards is showing incorrect computation. He worked 8 hours on one day, and has 2 IN punches and no OUT punch. What s wrong? A: The employee accidentally punched IN instead of punching OUT. Sort the punches for that employee in the Edit Timecard screen using the Sort Punch button. Q: Why did the system deduct lunch hours twice? An employee has a set of lunch IN/OUT punches but still was still deducted the number of minutes specified in Auto Lunch Deduction. A: This would happen if you set up an Auto Lunch Deduction and at the same time you require your employees to punch IN and OUT for lunch. If an employee took lunch outside the lunch window (specified in the Shift Management screen) then you would see this behavior. To avoid this, adjust the lunch window to a wider time frame or make sure that your employees lunch punches are within the specified lunch window. 4.7 Shifts Q: How do I create schedules for my employees? A: 1. If your employees have fixed schedules that fit evenly into a weekly pattern, and then you can create shifts for your employees. 8 21

13 settings back to the way they were originally (disabling Saturday and Sunday overtime). Q: How do I assign a holiday rule I have created to employees? A: Go to the Edit Employee screen, and for each employee assign the holiday rule by either typing in the code or using the magnifying glass icon and selecting it from a list. Q: How can I assign holiday pay to employees who qualified for it based on the holiday rule? A: Select Payroll Assign/Update Holiday Pay, select the date range during which you want to assign holiday pay, specify any employee ranges, the press the Assign button. 4.6 Punches Q: What is the Short IN/OUT Threshold? A: If the time span (in minutes) between IN and OUT punches are less than the Short IN/OUT Threshold, then the software will flag a short IN/OUT error in the exception report. For example, let s say the IN/OUT Threshold is set to 10. If the employee punches IN at 8:00 and punches OUT at any time before 8:10, it will displayed as an exception in the exceptions report. Q: What is the Minimum Elapsed Time? A: The Minimum Elapsed Time field allows time for punches to be reregistered for making corrections to an incorrect punch by the employee at the clock terminal. For example, if an employee punches OUT instead of the intended IN they can make the correction by punching IN within the specified time. The incorrect OUT punch will be replaced with the IN punch; however the recorded time will be registered as that of the earlier punch. Let s say the Minimum Elapsed Time is set to 7, and an employee punches OUT at 8:00 instead of punching IN. In order to correct the erroneous punch, he must punch IN at any time before 8:07 so the actual punch recorded for that employee will be IN at 8:00. Q: Some employees have been punching IN/OUT from the clock but they have not yet been added into the software. Where will the punches go after data collection? A: All such punches will be considered unclaimed punches and will be separated into a special area for later review and assignment to defined employees. Q: A new employee s punches are listed in the Unclaimed Punches Report. How can I assign those punches to the employee? A: Assuming that you have already added the employee in the software, go to the Collect from Unclaimed Punches screen (Time Card Collect from Unclaimed Punches). Select the appropriate 3.2 Supervisor Mode The supervisor password (option ) allows access to the supervisor menu. From here, you may modify the clock s settings such as the daylight savings time, swipe & go, lockout profile, etc. **An optional supervisor badge may be used. Swiping the badge in the time clock will automatically go in the supervisor menu. When you select the user password item, the time clock will request the supervisor password. The default supervisor password is. Upon entry of the correct password, the supervisor menu will be displayed. If an incorrect password is used, access to the supervisor functions will be denied and the display will revert back to the user menu. Options available in the supervisor menu are as follows: 1 st Screen: 1) Enter Punch 2) Daylight Save 2 nd Screen: 3) Swipe & Go 4) Lockout 3 rd Screen: 5) Bell 6) Door Open 4 th Screen: 7) Clear History 8) User Password 5 th Screen: 9) Set Lockout 0) Quit Supervisor Paswd XXXXXX Pressing the button allows you to move to the next screen and allows you to return to the previous screen. If you are viewing the 5 th screen, pressing will cause the time clock to return to the user mode. Use the number preceding the menu item to select the desired function, and then press to confirm the selection. Important Note: If both Lockout (Option 4) and Door Open (Option 6) are set to No, Set Lockout (Option 9) should also be disabled as there is nothing to lock out. 20 9

14 3.2.1 Enter Punch This option enables the supervisor to manually add a punch for employees. Enter Punch Card ID=XXXXXX (1=In, 2=Out): 1 MM/DD hh:mm Daylight Savings Time Option on the supervisor mode allows you to enable or disable the automatic daylight savings feature. When activated, the time will automatically be advanced 1 hour at 2AM on the first Sunday of April, and return to the normal time at 2 AM on the last Sunday of October Swipe & Go This option (item ) allows you to enable or disable the Swipe & Go feature. When enabled, employees simply wave their badges towards the keypad (until they hear the beep sound) without having to press either In or Out buttons beforehand. Otherwise, employees need to press either In or Out before making the punch Lockout (Optional) Daylight Saving (1=Yes, 2=No): 1 Enter the employee's card # Choose either an In or Out punch to add (MM = month; DD = day; hh = hour; mm = minutes) Swipe & Go? (1=Yes, 2=No): 2 Lockout is a global way of prevent the PC Time Clock to be used for punching IN/OUT outside the given time frame. Q: What does the Edit Level button on the Edit Timecard screen do? A: This is used to edit any of the three employee grouping levels shown at the right-hand side of the screen. It is applicable only if employees transfer between different Jobs, Departments, etc. Q: How can I set a new user with read-only access to the Edit Timecard screen? A: Select System Setup Password Management. Create the user s login by clicking on the New button and specifying the login name and password. Then in the Security section, check the Timecard Edit in the Read Only Mode area and save the changes. 4.5 Holidays Q: I added all the company holidays, and setup a holiday rule for all my employees requiring them to work at least 4 hours before and after the holiday in order to qualify for holiday pay. The holiday fell on a Monday. My employees worked more than 4 hrs on Friday and Tuesday. When I tried assigning the holiday, the Holiday record was not added to the time cards. Why? A: Go to the Edit Shift screen. Make sure that if your employee s actual working days are Monday-Friday only, that Saturday and Sunday are unchecked. Then re-assign the holiday pay. Q: How to setup a holiday pay rule to pay 1.5 times the normal pay rate (i.e. time-and-a-half) for all part- time employees who worked on a holiday? A: In the Edit Policy screen, select the policy you have defined for part-time employees, and navigate to the Overtime Holiday Overtime section. Set the Maximum Regular Hours to 0, the Maximum Overtime 1 and Maximum Overtime 2 fields to the number of hours you want to allow employees to work on a holiday, e.g. 8 and 4 hours respectively. Save the changes, and recalculate the time card data by going to Time Card Recalculate Time Card Data. Q: The hours worked before the Labor Day holiday should have all hours on Saturday set to Overtime 1 Sunday set to Overtime 2. Other weekend days worked should be considered as regular hours. How do I accomplish this? A: Go to the Edit Pay Policy screen then select the applicable policy, and go to the Overtime section. For the Saturday Overtime page, enable Saturday overtime and set the Maximum Regular Hours = 0; Maximum Overtime 1 = 12; Maximum Overtime 2 = For the Sunday Overtime page, enable Sunday overtime and set the Maximum Regular Hours = 0; Maximum Overtime 1 = 0; Maximum Overtime 2 = Next, recalculate the timecard data (Time Card Recalculate Timecard Data), specifying only the two weekend days in the Date Range fields. After doing this, make sure you change the Pay Policy 10 19

15 Q: How many payroll interfaces can be used at the same time? A: Only one (1) payroll interface may be used to export payroll data at any one time. You may switch the particular interface you wish to use on the System Configuration screen. Q: Is there a way to map the pay codes if I am using the Generic payroll interface? A: When using the Generic payroll interface, all pay codes used in the Jantek software will have the same pay code numbers in the export file. Q: After performing a software update, my Payroll Interface is not showing up anymore. Why? A: When you update the software, the payroll interface will still be available. There are some instances where the current interface defaults to the Generic interface, which can be changed by going to System Setup Configuration System Configuration and choosing the desired payroll interface from the drop-down list. You must exit the software and login again in order to make the changes effective. 4.4 Time Cards Q: How can I add a punch for an employee given that the employee punched IN at 21:00 and punched OUT on the following afternoon at 16:00? A: Go to the employee s time card (Edit Timecard screen), click on the Add button and enter the date of the first IN punch and the hours 21:00-16:00 in the appropriate boxes. You cannot separate the punches onto two separate days because the software will be unable to compute any hours worked. Q: What does the broken line around the overtime means on printed reports? And why is the overtime displayed in a different color (e.g. grayed out) on the Edit Timecard screen? A: It means that the overtime is unauthorized. To correct this, perform either of the following steps: 1. Check the Pay Policy for the affected employees. Make sure that in the Overtime section, the overtime does not require authorization to be paid option is marked. 2. In the Edit Timecard screen, click on the Auth. OT button after selecting each instance of unauthorized overtime. Q: What does the arrow pointing up or down to the left of the date in the Edit Timecard screen mean? A: It means that the punch is considered as belonging to the previous or the next business day. Schedules can be created through the Jupiter v9.00 software. Note this feature is available with an optional module. Option on the supervisor mode allows you to enable or disable the lockout profile. Note that the manufacturer's default setting is No Bell (Optional) Pressing from the supervisor menu will allow you to enable or disable the bell schedules (if applicable). Note that the manufacturer's default is No. Note this feature is available with an optional module Door Open (Optional) Lockout? (1=Yes, 2=No): 2 Bell? (1=Yes, 2=No): 2 Item on the supervisor menu is where you can enable or disable the Door Open feature. Setting it to No will disable all the access control commands. Note that the manufacturer's default setting is No. Note this feature is available with an optional module. Door Open? (1=Yes, 2=No): 2 When the Door Open is set to Yes, there are 3 possible configurations: 1. Lockout (same as time zone) enabled If a swipe is made within the specified time zone, the door will open and the time clock will record the transaction. 2. Lockout disabled The door is always open (24 hours). Any swipe will be accepted and recorded. 3. No lockout settings Only one (1) card mode is available and the door defaults to open for 5 seconds

16 3.2.7 Clear History Clear history feature (option ) will allow you to delete all the existing punches from the clock. The default value of this option is No User Password The user password is defaulted to. Pressing on the supervisor mode allows you to change the user password Set Lockout Set lockout feature lets you enable or disable your lockout profile based on your Time Zone settings (see Time Zone Setup Screen from your software) Key-In Pressing the button allows you to enable or disable the key-in feature from the clock. This is used to allow employees to enter their badge number, in cases wherein they forgot to bring their badge HID Format Clear History? (1=Yes, 2=No): 2 User Password XXXXXX Key-In? (1=Yes,2=No): Pressing the button will allow you to setup the HID format. HID Start Bit=09 ID Bit Length=16 Note: If you need your JTA250PC clock to read HID card, please contact Jantek at (626) Select System Auto Procedure Server, and then click on the Start button. Make sure to leave the computer on during the times the Auto Procedure is scheduled to be run. At the time you specified in the Auto Procedure Profile, the defined tasks will be executed. Q: How do I run Auto Procedures manually? A: Select System Run Auto Procedure or click the Auto Proc. button from the tool bar. For every Auto Procedure Profile you want to run, select the particular procedure from the drop-down list, and then click on the Add button. Finally, click the Run button to perform the tasks defined in the Auto Procedure Profile(s). Q: I created an Auto Procedure to collect punches on a daily basis at 6 am. Why is it not doing that? A: Make sure that the Auto Run option is enabled in the Auto Procedure Setup screen and that you are running the Auto Procedure Server. The computer must be left on during the times the Auto Procedure is scheduled to be run. Q: I am unable to collect the data from the time clock using Auto Procedure, but manual data collection works fine. What s wrong? A: There may be data corruption in certain files. To correct this, run File Maintenance from the System Utility menu and try again. 4.3 Payroll Q: How do I select which payroll interface I want to use? A: Select System Setup Configuration System Configuration and select the desired payroll interface. You must exit the software and login again in order to make the changes effective. Q: What steps are necessary to prepare the payroll, and perform payroll conversion? A: 1. Select Payroll Prepare Payroll Data, specifying the date range and various employee ranges. Click Prepare button to process the timecard data. 2. If you wish to review employee payroll data, select Payroll Payroll Reports. 3. Select Payroll and Payroll Conversion where xxx is your payroll interface. Q: What is the filename that Jantek is creating when doing the payroll conversion? A: The filename will vary based on the particular payroll interface you are using. In some cases, the filename will include the company number. It may also be dependent on information configurable on the xxx Interface Setup screen (where xxx is your payroll interface) Quit Pressing will bring you back to the command/user menu

17 Q: How can the total number of hours worked be forced to a certain amount? A: Go to the Edit Timecard screen, select the employee punch you want to edit, then click on the Edit button, Next, calculation override, enter total number of hours and Click save. Q: An employee worked from The total should be hours but it s only showing hours. Why is this? A: An automatic lunch deduction of 30 minutes may be set up (see the Lunch Deduction rule in the Edit Pay Policy screen) or the number of daily or weekly hours is limited to a certain amount (see the various rule in the Edit Pay Policy screen). Q: All employees are assigned to shift 0 (Flexible Shift). When employee crosses over the day cut-off time, his punches get split between two days. How do I fix this? A: Enable the In/Out Special Match Rule and/or Swipe and Go Special Match Rule from the Edit Pay Policy screen Miscellaneous section. Specify an approximate maximum number of minutes that employee works in a day. This will ensure the punches are paired regardless of the day cut-off time as long as the gap between the first IN and last OUT punches of the day is within the specified number of minutes. Q: Can the employee s ID number be changed? A: It is usually not advisable to change the employee s ID because it is used not only in Employee table but also in many other places such as the Timecard, which uses the employee ID for storing punch information. You can delete the employee from the Edit Employee screen, and recreate the employee s record however you will lose historical punch data for that employee. In order to successfully change the employee number directly, you will need to contact your Jantek dealer. 3.3 How to Use Proximity Cards The Time Clock can only read proximity badges or key tags. It is very important that you wave or move the card in front of the keypad when attempting to punch since the proximity reader s antenna is located in this area. Also, the JTA250 clock automatically has the keyin feature enabled. In case employees forgot their badges, they can manually key-in or enter their badge # using the clock s keypad. 3.4 Function Keys There are 2 available user-defined function keys for every time clock (, ) and there are 5 functions that can be assigned to these keys. These are View Last Punch, Tips, Department Change, Job Change and pay codes. Please note also that Department is equivalent to Level 2 and Job is Level Setting up Function Keys in the Software Any of the available functions can de downloaded from the software to the time clock. a. Go to Clock Time Clock Configuration (JTA-250PC) Function Keys b. Assign the functions by clicking on the drop down menu c. Click on the Save button, then click Send. Q: How can I change employee s information globally? A: Please contact your Jantek dealer to achieve this. 4.2 Auto Procedures Q: How do you setup the software to run a set of tasks automatically? A: First set up an Auto Procedure Profile, then run the Auto Procedure server to execute the profile(s) according to the scheduled time(s): 1. Select System Edit Auto Procedure, and then click on the Add Profile button. Enter a unique ID, a description, and make sure Auto Run is checked. In the left hand pane, select the frequency you want to run the Procedure, and then click the OK button. 2. Click Add Task button, select the type of the action you want to perform and specify additional variables (e.g. the type of report to run), then click OK button. Repeat this step until you define all the tasks you want to be performed together

18 3.4.2 Using the Function Keys on the Time Clock Assuming that the function keys have been downloaded successfully into the clock, perform the following steps use the assigned functions: a. Press any of the function key buttons to either view the employee s last punch, enter tip amount, perform department change or job change b. Wave the badge in front of the key pad c. Enter dollar ($) amount for tips or enter new department or new job number d. Press the ENT button to confirm ** Note that the CMD button can be used to clear an input or digit when entering amounts or new department or job codes. i.e. To enter tip amount (Tip $ xxx.xx) If tip = $12.34, then enter $ To enter Department or Job code (5 Digits:xxxxx) If Dept. code = 123, then press 123 ENT 4. Frequently Asked Questions (FAQs) 4.1 Employees Q: How do I define the employee grouping level labels (Level 1, Level 2 and Level 3 codes)? A: Level 1 (e.g. Branch), Level 2 (e.g. Department) and Level 3 (e.g. Job) codes are used for grouping employee information, for example the Job ID grouping in the Labor report. These default labels can be changed in the System Setup Configuration System Configuration, to accommodate customization and the use of terms common among your company. After making any modifications, exit the software and login again in order to make the changes effective. Q: I want to add and delete employees using the Edit Employee screen but the software is not allowing me to do so. What do I do? A: Select System Setup Password Management Security, check the Allow Add Employee and Allow Delete Employee options, then save the configuration. Q: The system won t allow me to add new employees. What do I do? A: Check that the number of active employees is less than the number of allowed by your registration number. If it is, then run File Maintenance from the System Utility menu and try again. Otherwise, contact your dealer or Jantek support representative. Q: I want to view active employees only. How do I prevent inactive employees from being displayed in the Edit Timecard screen? A: Select System Setup Password Management. In the Display section, make sure the Active Employees Only option is selected. Q: How do I add a new department (Level 2 code) and assign certain employees to it? A: Select System Setup Dept. Management Edit Dept. New. Enter the ID and description, then click the Save button. From the Edit Employee screen, choose an employee, and assign the new department by either typing in the code or using the magnifying glass icon and selecting it from a list. Save the employee s record, then repeat for the next employee. Q: Is there a way to assign a bill rate for employees? A: Yes, on the Edit Employee screen Pay Rate tab, there is a field to input an employee s bill rate. Q: How do I set different pay rates depending on the job an employee is working? A: Go to the Edit Employee screen Pay Rate tab and assign the various pay rates. Make sure the Use All Rates as Rate #1 is NOT checked. Use the pencil icon to assign the correct pay rate for each job