PayClock Pro Time and Attendance Software Version 5

Transcription

1 PayClock Pro Time and Attendance Software Version 5 Setup and Users Guide

2 Important Notice Please carefully read the PayClock Pro Version 5 Installation Guide before inserting this CD and beginning the upgrade process. The newest version of PayClock Pro may require upgrades to your computer and/or your time collection terminal(s). Do not install this software until you verify that your current hardware meets the latest system requirements. Do not install this version of PayClock Version 5 if you are using Lathem PC3500TX terminals with firmware prior to version 177G. These terminals will require a firmware upgrade prior to installing PayClock Version 5. Certain custom programs and interfaces may not work with the newest version of PayClock Pro Version 5. If your company has purchased any custom programs or interfaces designed to work with the PayClock system, please contact the provider of these programs for assistance with using these programs with PayClock Pro Version 5. If you have a custom interface to an accounting / payroll application or a custom report provided by Lathem, please contact Lathem before installing PayClock Pro V5 to discuss upgrading this application. Additional fees may apply to update your custom programs or interfaces. Before beginning the upgrade process, be sure to backup your PayClock database and any other important information on the computer and network. The PayClock Pro Version 5 installation process will attempt to uninstall your prior version of PayClock before installing version 5. The CD for your current (old) version of PayClock and your data backup may be your only method for restoring your system in the event of an installation failure.

3 System Requirements Operating System: Microsoft Windows 32-bit or 64-Bit Operating System XP Pro or Home Edition Service Pack 2 or later Vista Windows 7 Windows Server 2003 (Standard or Enterprise Edition) CPU: Pentium 500mhz or higher (1 GHz Pentium processor recommended) Memory: 512 Mbytes of RAM or higher (1 GB recommended) Hard Disk Drive: 200 MB of free space (500 MB of free space recommended) Monitor: 256 Color 800x600 or higher resolution display CD-ROM Drive: 4x CD-ROM or better Mouse or other pointing device An available 9 or 25 pin serial communication port, or modem depending on the specific installation, Network Adaptor configured for TCP/IP An available USB port (USB 1.1 compliant. The port must supply up to 500mA.) Internet Explorer 5.0 or Higher A dedicated server is recommended for multi-user systems Hi-Speed Internet Connection (for Online Features/Services) Important Note about Firewall Software! If you are using firewall software, you may need to unblock or allow access to a number of PayClock application files. The PayClock installation automatically exposes the typical application (*.exe) files if you are using the Windows XP Service Pack 2 built in firewall. Note: When we configure PayClock in the Windows XP Service Pack 2 built in firewall, we do not open specific ports. Instead we expose the application (*.exe) file. This insures that the necessary available ports will be open when needed.

4 Here is a list of the applications and their corresponding application executables: Main Application Files BADGEX.EXE BELL.EXE BT32SMGR.EXE BTENG32M.EXE DIALIN.EXE DBMGR.EXE EMPREPORTS.EXE EXPORT32.EXE IMPORT.EXE LICMGR32.EXE LRSEDIT.EXE MAPDB.EXE MERGE.EXE MSGCHECK.EXE PCCLICK.EXE PCIHSV.EXE PCSCMGR.EXE RBEDIT.EXE REGISTER32.EXE RENY.EXE RENYRUN.EXE REPWRITE.EXE SETDST.EXE TERMMGR.EXE Badge Excluder Utility Bell Ringing Setup Wizard Database Service** Database Manager** Dial In Manager Wizard Database Manager User Interface** Employee Reports Setup Utility** Export Engine** Data Import Utility Licence Manager** Langage Editer Utility Database Connection Object Utility** File Merging Utility Message checker** PC Click User Interface** Interactive Help** Server Manager User Interface** Raw Registration Editor** Registration Wizard** Startup Manager** PayClock Base Module** Report Manager Interface** Custom Daylight Savings Setup Utility Terminal Manager** Export Application Files The following files are used with the payroll exports. Depending on your needs, you may not use them. ADP.EXE CMPLET.EXE DYNACM.EXE FORTUNE.EXE PAYCLOCKQBEVENT.EXE PAYWORK.EXE PCPWNWIZ.EXE PREVWPRO.EXE PROGRESS.EXE PROWIZ.EXE QB02SYNC.EXE QB03EXP.EXE QB03SYNC.EXE QB03WIZ.EXE QBEXPORT.EXE QBSETUP.EXE RAPIDPAY.EXE SIMPLY.EXE ADP PC/Payroll Wizard Intuit Complete Payroll Wizard Dynacom Accounting Payroll Wizard Fortune 1000 Payroll Wizard Utility to add custom menu items in QuickBooks 2004 or Later PayWork Payroll Wizard Paychex Paylink for Windows Payroll Wizard Preview by Paychex Payroll Wizard Progressive Payroll Wizard Payroll 1 Wizard QuickBooks 2002 Integration** QuickBooks 2003 or Later Payroll Export QuickBooks 2003 or Later Integration** QuickBooks 2003 or Later setup wizard** QuickBooks Payroll Export QuickBooks setup wizard** Rapid Payroll Wizard Simply Accounting Payroll Wizard **Automatically exposed for the Windows XP Service Pack 2 built in firewall.

5 PayClock, Lathem and the Lathem logo are registered trademarks of Lathem Time Corporation. MS-DOS and Windows are registered trademarks of Microsoft Corporation. Other product names mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged. The Software described in this document is furnished under a license agreement, and may be used or copied only in accordance with the terms of that agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. This manual is a confidential proprietary document solely for the use of Lathem customers. Information in this document is subject to change without notice and does not represent a commitment on the part of Lathem Time Corporation. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written permission of Lathem. Copyright 2009 Lathem Time Corporation. All rights reserved. Lathem Time Corporation 200 Selig Drive, SW Atlanta, Georgia USA Revised Document Number: USG0010R

6 Table of Contents Installing PayClock Pro Version Step #1: Full Install (Required)...2 Step #2 Client Installation in a Multi-User System (Optional)...4 PC Click Installation...5 Frequently Asked Upgrade Questions...6 Welcome to PayClock The Home Screen The PayClock System Button The Ribbon Bar Section 3.1 Log In...11 Section 3.2 PayClock Features...12 Section 3.3 Feature Selection Wizard...13 Quick System Setup Section 4.1 Setup - General Tab...15 Section 4.2 Setup - Overtime Tab Section 4.3 Setup - Rounding Tab...16 Section 4.4 Setup - Format Tab...17 System Overview Section 5.1 System - General Tab...18 Section 5.2 System - Terminal Tab...18 Section 5.3 System - Preferences Tab...20 Section 5.4 System - Payroll Export Tab...30 Section 5.5 System - Groups Tab...31 Pay Class Overview... 41

7 Section 6.1 Pay Class - General Tab...41 Section 6.2 Pay Class - Overtime Tab...42 Section 6.3 Pay Class - Advanced Tab...44 Section 6.4 Pay Class Consecutive Day Tab...46 Section 6.5 Pay Class Premium Time Tab...48 Schedules Overview Section 7.1 Schedules - General IN / OUT Tab...51 Section 7.2 Schedules General Revisions Tab...54 Section 7.3 Schedules - General Tab/Rounding...55 Section 7.4 Schedules - General Tab/Misc...56 Section 7.5 Schedules - Break & Meal Rules Tab...62 Section 7.6 Schedules - Rounding Rules Tab...67 Employees Overview Section 8.1 Employees General Tab...70 Section 8.2 Employees Schedules Tab...74 Section 8.3 Employees - Benefit Time Tab...81 Section 8.4 Employees Assignments Tab...83 Section 8.5 Employees Personal Tab...84 Section 8.6 Employees Messages Tab...84 Section 8.7 Employees Terminal Tab...85 Poll Terminal Overview Express/Classic Timecard Overview Section 10.1 Express Timecard...87 Section Using the Express Timecard Toolbar...88

8 Section Using the Express Timecard Table...90 Section 10.2 Classic Timecard...91 Section Using the Classic Timecard Schedule Bar...92 Section Using the Classic Timecard Table...94 Section Using the Buttons in the Timecard Area...97 Section Exceptions Global Edits Overview Section 11.1 Global Edits - Registrations Tab Section 11.2 Global - Schedules Tab Section 11.3 Global - Non-Work Time Tab Section 11.4 Global - Settings Tab Section 11.5 Global - Purge Tab Report Manager Overview Section 12.1 Menu and Button Bar Section 12.2 Running Reports Selecting a Report Selecting the Time Period Selecting Employees to Include Viewing the Report Section 12.2 Using the Reports Toolbar Printing a Report Saving a Report Exporting Report Data ing a Report Designing a Custom Report Section 12.3 Employees Logging In and Viewing Reports

9 Section 12.4 Report Definitions Export Overview Close Overview Section 14.1 Confirm Close Section 14.2 Re-Open the last closed pay period Database Manager Overview Section 15.1 The Users Button Section 15.2 The Backups Button Section 15.3 The Locking button PC Click Overview Section 16.1 Installing the PC Click Client Section 16.2 Assigning your Employees to PC Click Section 16.3 Using PC Click Section 16.4 What do these PC Click icons mean Glossary Terminal Manager Overview (Optional) Section 18.1 Getting Around in Terminal Manager Section 18.2 Using Terminal Manager Section 18.3 Set System Properties Section 18.4 Set Terminal Properties Section 18.5 Set Converter Properties Section 18.6 Set TCP/IP Network Connection Properties Section 18.7 Terminal Port Settings (Hardware) Section 18.8 Set Polling Schedules Section 18.9 Employee and Terminal Assignments Section Dial-In Wizard (PC400 and PC2000 w/modem Only)...228

10 Auto Poll Manager Overview Section 19.1 How to Run Auto Poll License Manager Overview Section 20.1 Feature Wizard Select Features Purchase Software Section 20.3 Recovery Troubleshooting Section 21.1 Hardware Section 21.2 Software Appendix A Import Utility Appendix B Merge Exports Utility Appendix C Terminal and Transfer Validation Table

11 CHAPTER 1 Installing PayClock Pro Version 5 With Lathem s client/server design of PayClock Pro, you will be able to access the software across your local area network with little or no setup or configuration. The system now supports up to 3 concurrent users by default. The concurrent user licenses allow multiple users to log in and use the PayClock software from different computers on your network. Additional concurrent user licenses available are 6, 9, 12 or 24. You will need to purchase additional concurrent user licenses if you have more than 3 individuals that will need to log in and use the software at the same time. Example - If you have 4 individuals that will need to log in to the PayClock software at the same time requires that you purchase a 6 concurrent user license. If they will not be logged in at the same time, you can continue to use the default 3 concurrent user license. Note: The concurrent user licenses are determined by the features you have selected in License Manager. The PayClock Pro CD-ROM contains the full install as well as the client installs. The Full and Client installations are described below. PayClock Pro Base System (Full) Install The Full Install loads the client and server application as well as your database. The Full Install is required for all scenarios and should be completed on only one computer on your network. PayClock Pro Additional User (Client) Install The Client Install is optional and should only be used for multiple users or when you wish to access the PayClock Pro software from a different computer on your network from the one on which you completed the Full Install. The PayClock Full Install must be completed prior to running the Client Install on any additional computers. PC Click Client Install (Optional Additional Cost) PC Click allows an employee or group of employees to punch at their computers. PC Click will be installed on each computer requiring an employee to use the software. The PayClock Full Install must be installed prior to installing PC Click. Contact your Lathem Dealer or Lathem to purchase PC Click. 1

12 Step #1: Full Install (Required) Follow Step #1 for either of these scenarios: You want PayClock to only run on one computer -or- You want to install the Server in a Multi-User system Important message if you are upgrading from an older version of PayClock! If you are installing Version 5 PayClock into the same folder as the old version, you will be prompted to uninstall the older version PayClock before installing the new version. The message that displays has three buttons, Yes, No, and Cancel. To automatically uninstall the old version and then install Version 5 select Yes. If you select No or Cancel the installation will be stopped, leaving the old version in tact. 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-ROM in the 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 automatically. If not, follow the steps below. Windows XP - Click Start Run from the Windows task bar. Windows Vista or 7 - Click Start All Programs Accessories Run from the Windows task bar. At the command line, type D:\Launch.exe where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer. Click OK. Follow the Setup Steps From the main window click on Full Install. At the Welcome screen, click Next to move forward. Read the License Agreement and select I Accept to move forward. Select a Destination Folder where you want to install the PayClock software. The default location for PayClock to be installed is the C:\PAYCLOCK folder. To change where PayClock will be installed, click Browse to locate your preferred folder. Once you have specified a destination folder, click Next to move forward. If you are upgrading from an older version PayClock you should install PayClock Version 5 into the same folder as the old version. When prompted you should select Yes to automatically uninstall the old version and then install Version 5. If you select No or Cancel the installation will be stopped. 2

13 At the Start Installation screen, click Next. If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish and OK. The PayClock Server Connection Manager icon will appear, indicating that PayClock has been successfully installed. This icon will display when you log in to Windows, but the PayClock Server will run without being logged in to Windows. When Setup has completed copying the files to your computer, click Finish and reboot the computer when prompted. Windows Vista & Windows 7 Rebooting Note: After rebooting you may see Windows Security Alert messages relating to PayClock, click Unblock and on the User Account Control Message click Continue. Open PayClock Pro After installing, you can run PayClock by clicking its icon. When PayClock first opens, the Log In window appears waiting for you to enter your password. The default password is lathem. You should change it to a unique password by clicking the Change button. PayClock Pro Product Registration Using the Lathem Product Registration Wizard, register PayClock Pro via the Internet or phone. You must register with 30 days of when you install the software. Registration ensures that you receive product update information, and other benefits. The process takes only a few minutes to complete. Note: The PayClock Pro software will be disabled if you don t register within 30 days. Purchase Features Contact your Lathem Dealer, visit or call to purchase accessories and software modules. Options include upgrades, additional users, long-reach cables, Ethernet adapters, additional badges, badge racks, additional employee capacity and more. See the Important Note about Firewall Software at the beginning of this manual! 3

14 Step #2 Client Installation in a Multi-User System (Optional) Follow Step #2 instructions when you want to run PayClock on more than 1 computer including only one user where the user workstation is different from the database server. IMPORTANT: The PayClock Full Install (Server/Database) MUST be installed before installing the Client software. See Step 1. Important message if you are upgrading from an older version of PayClock! If you are installing Version 5 PayClock into the same folder as the old version, you will be prompted to uninstall the older version PayClock before installing the new version. The message that displays has three buttons, Yes, No, and Cancel. To automatically uninstall the old version and then install Version 5 select Yes. If you select No or Cancel the installation will be stopped, leaving the old version in tact. Run the PayClock Client Setup Program Go to the computer where you want to install the PayClock Client. Make sure your screen saver is not showing before inserting the PayClock CD. 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 or Yes at the User Account Control confirmation window. The Setup program should run automatically. If not, follow the steps below. Windows XP - Click Start Run from the Windows task bar. Windows Vista or 7 - Click Start All Programs Accessories Run from the Windows task bar. At the command line, type D:\Launch.exe where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer. Click OK. Follow the Setup Steps From the main window click on Client Install. At the Welcome screen, click Next. Read the License Agreement and select I Accept to move forward. At the Destination Location, choose a folder in which to install PayClock, then click Next. If you are upgrading from an older version PayClock you should install PayClock Version 5 into the same folder as the old version. When prompted you should select Yes to automatically uninstall the old version and then install Version 5. If you select No or Cancel the installation will be stopped. At the Start Installation screen, click Next. 4

15 If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish after selecting the adapter from the list. Once Setup copies the files to your computer, click Finish. See the Important Note about Firewall Software at the beginning of this manual! PC Click Installation I have employees who will be punching In / Out at their computers. Note: This scenario requires that you enable the PC Click feature. IMPORTANT: The PayClock Server MUST be installed before installing the PC Click client software. See Step 1. Run the PC Click Setup Program Go to the computer where you want to install the PC Click Client. Insert the PayClock CD-ROM in the CD-ROM drive. Exit out of the PayClock Setup program were it to run automatically. Open Windows Explorer and locate the CD-Rom drive. Double click on the PCCSETUP.EXE located in the PayClock folder of the CD-Rom. Follow the Setup Steps At the Welcome screen, click Next. At the Destination Location, choose a folder in which to install PC Click, and then click Next. At the Start Installation screen, click Next. If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish after selecting the adapter from the list. Once Setup copies the files to your computer, click Finish. Starting PC Click After installing, you can run PC Click by clicking on the desktop icon. When PC Click starts it will display an icon in the System Tray. Note: PC Click will start automatically when you reboot the computer. See the Important Note about Firewall Software at the beginning of this manual! 5

16 Frequently Asked Upgrade Questions Will I lose my data? No, your data will remain intact. As with any software upgrade, you should backup your database before starting the PayClock installation. You can use the Database Manager or a backup utility such as WinZip. Do I have to uninstall my current version of PayClock? Yes, if you are upgrading from a version prior to 5.0. When you start the installation of the PayClock software, it will recognize the old version and ask if you want to uninstall it now. Important - Do not use the Control Panel Add/Remove Programs Custom Uninstall Method to uninstall PayClock. This method may cause you to accidentally delete your PayClock database? Will I be able to login using the same password? Yes. Will I have to reconfigure my access rights for the users? No, not if you used PayClock s default Administrator or Guest user accounts without changes. Yes, if you changed the default user accounts or created new user accounts. See the Database Manager online help for information on configuring users and access profiles. Will I have to register my new PayClock software? Yes, PayClock Version 5 requires that you register the software with Lathem Time Corporation within 30 days of the installation. You can register the software online (recommended) or by phone. How soon will I have to register the new PayClock software? After installing the PayClock software, you will have 30 days to use the software before the software deactivates. What happens if I do not register my new PayClock software? After 30 days the PayClock software will stop operating. Completing the registration process will activate the PayClock software. 6

17 What should I do if I have a technical issue or a problem installing or using the new PayClock software? If you have a problem with the installation or a technical issue, refer to the Installation & Users Guide first. Per Call Telephone Support - The perfect option when you want to pay as you go for one-on-one support. Assistance is available from 8:00 a.m. to 7:00 p.m. EST, Monday - Friday. You can us convenient billing to your Visa, MasterCard, or American Express Support - Submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hrs. Our knowledgebase contains many hints, tips, and troubleshooting items that will help you get up and going. Will I lose any features that I may have already purchased? No, when you upgrade to PayClock Version 5 any features that were previously purchased will be set to demo. After completing the registration process any previously purchased features will be enabled as purchased again. The database for my current PayClock software is located on a network drive; can I keep it there with this new version of PayClock software? Yes, for this scenario you should run the Full Install on the computer where the database is located and run the Client Install on the computer(s) where the users will access the PayClock software. Note: The PayClock Database Service has to be installed on the computer where the database will reside. The PayClock Database Service is installed during the Full Install. What if my client workstations can t find the server and nothing I try has worked? The new PayClock system is designed to automatically connect its various components in most standard Microsoft peer-to-peer networks. However, you may find it necessary to make adjustments to your network or PC settings. We recommend that you have access to internal or outside help in case you need to troubleshoot your network, firewall, or IP settings. Though Lathem support representatives are well trained, they may need a trained computer professional on your site to help with certain troubleshooting task. 7

18 CHAPTER 2 What is PayClock Pro Welcome to the PayClock Pro Version 5. With Lathem s client/server version of the PayClock Pro, you will be able to run the software across your network with little or no setup or configuration. The client/server version supports concurrent users by default. PayClock is by default set up with a 3 concurrent user license. The concurrent user licenses allow multiple users to log in and use the PayClock software from different computers on your network. PayClock Pro uses the power of your PC to make your time and attendance reporting easier. While at your PC, you can use the data from your clock for payroll reports, edits, exports and so on. A backup/archive feature gives you data backup and protection. Getting Help You can obtain information about your PayClock software application from four sources: This User s Guide (also available through the on-line help) On-line Help Files and documentation The dealer where you purchased your system Or Visit the Lathem Knowledge Base at for common problems and their solutions. Using Online Documentation PayClock s on-line files contain a complete Help system and the User s Guide. The Help system is an on-line reference for concepts, commands, dialog boxes and messages. If you select a command, open a dialog box, or display a message, and then start Help, you will get help for that item. Otherwise, you will see the Welcome to PayClock page. Start Help by clicking Help button on the ribbon are. Or you can press the <F1> key at any time to display the appropriate help information. 8

19 Contacting Your Dealer If you have a question about PayClock, first consult your User s Guide or the on-line Help. If you cannot find an answer, contact your PayClock dealer, who can answer your questions. You should always consult your dealer before contacting the Lathem PayClock support line, since your dealer is local and is better equipped to solve your problem in a timely manner. When obtaining any technical support on a PayClock product, you should have the following information available so your question can be answered quickly and efficiently: Version and serial number of your software. This is available by clicking About from the right hand corner. Description of your computer hardware. The exact wording of any messages that appear on the computer screen or on your time clock. The current text displayed on your time clock. Description of what happened and what your were doing when the problem occurred. Description of how you tried to solve the problem. Can you recreate the problem? The current configuration settings, which you can get by running the Configuration Report from the PayClock Pro software. Details of your time clock setup. This includes the model of your terminal, type of connection, cable length, etc. Conventions PayClock software uses many of the Windows conventions. You may move from selection to selection using the <Tab> key or the mouse. You can make selections by using the spacebar and you can accept a selection by pressing <Enter>. In Windows XP SP2 or Vista, clicking on an item with the right mouse button brings up a small menu selection if applicable. 9

20 Welcome to PayClock CHAPTER 3 Now that the PayClock software is installed, you may begin configuring your preferences within PayClock. All of the PayClock functions are contained within The Home Screen. Within the Home Screen, there are four sections: the Ribbon Bar, the Express/Classic Timecard, the Employee List, and the Communication Panel. The Home Screen Use the scroll buttons (circled) to move through pay periods. Highlighting an employee will display his/her time card in the Express timecard PayClock System Button Ribbon Bar Employee List Express Timecard Communication Panel 10

21 Ribbon Bar: use to navigate within the software and locate functions. Express/Classic Timecard: use to edit and view individual punch data. Employee List: use to view pay period summaries for all employees. Communication Panel: use to find help and purchase software upgrades and accessories. The PayClock System Button The PayClock System Button, located at the top left-hand corner of the Home Screen allows quick access to a number of important tools. Use the PayClock System Button to access the following critical functions: To access these functions, click on the PayClock System Button and highlight the desired function from the drop-down menu The Ribbon Bar Instead of a menu and toolbar, the Ribbon Bar allows you to manage and edit your settings and employees, as well as create reports, exports and close the pay period all from within one comprehensive area. Section 3.1 Log In When you first open PayClock, a Log In window appears waiting for you to enter your password. The default password is lathem. (You should change it to a unique password) Choose Administrator from the User List, or if you have additional users set up you can choose your name from the User List. The Administrator log in gives you full access to PayClock. 11

22 Enter your password, then click OK. To change the password At the Log In window, select a user from the User List, then click the Change button. Type in your password under Old Password. Type in your new password under New Password and Confirm New Password, then click OK. Once you change your password, keep a copy of it in a safe place in case you forget it. For details on setting up the administrator and users, see the Database Manager help. Section 3.2 PayClock Features The list below shows you the features you get with PayClock Pro.» Employee and punch data reports» Rounding intervals defined by user» Round punches individually» Exports for use with payroll services» Backup/archive capability» Up to 1000 employees per system» Up to 3 levels of labor tracking» Transfers at the clock (hardware dependent)» Set overtime to calculate daily, weekly or by pay period» Up to 3 overtime levels, with Saturday and Sunday as optional overtime» Grace periods» Employee work schedules» Fixed or flexible breaks» Breaks can be auto deducted, paid or unpaid, punched or not punched» In/Out zones defined by user» Up to 50 defined breaks» Define pay period as weekly, bi-weekly, semi-monthly, monthly or custom» Pre-defined pay codes, plus up to 85 definable pay codes» Up to 10 pay classes» Schedule holidays in advance 12

23 » Benefit time tracking» Premium time» Consecutive Day Overtime» Terminal Manager software (optional)» Modem communications (Terminal Manager required)» Multiple clock options (Terminal Manager required)» Auto polling (Terminal Manager required)» Bell ringing (hardware dependent) Section 3.3 Feature Selection Wizard There are several optional features you can add to your PayClock Pro software. You add features using System button and selecting Upgrade PayClock or License Manager. To open License Manager, from the PayClock group double click on the License Manager Icon. Click the Feature Wizard button and select a product to upgrade to or the feature you want. When you choose a feature, you can use it on a trial basis for 30 days, and then the software will no longer allow you to use this feature until you purchase it. Product upgrades can only be enabled after they are purchased. Product upgrades do not allow for a trial period. Note: You cannot purchase product upgrades or demo additional PayClock features until you complete the registration process. Features available through the Feature Wizard: Employees - You can increase your employee capacity to 250, 500 or Custom Exports - If your company exports data to a payroll service that PayClock Pro does not currently support, Lathem can write a custom export for your company so you can still use the export features of the software. PayClock Pro currently supports ADP, Rapid Pay, QuickBooks Pro, Paychex Paylink, Paychex Preview and Payroll 1. Call your dealer for more information on this feature. Custom Reports - If you can t create the report you want using the new Report Manager, contact Lathem for a quote on a custom report for your company. Call your dealer for more details on this feature Concurrent Users - PayClock starts with a 3 concurrent user capacity. You can increase how many users can use the software at the same time: 6, 9, 12 or 24. Terminal Manager - This feature allows you to use more than 1clock for your employees to punch In and Out. PC Click - This feature allows employees to punch In/Out at their computer. 13

24 3.3.1 Purchase a Feature or Product Upgrade Note: You cannot purchase product upgrades or demo additional PayClock features until you complete the registration process. Open PayClock and click on the System button at the top left-hand corner of the Home Screen. Select the Upgrade PayClock menu item, the Feature Wizard will open. -Or- From the PayClock group double click on the License Manager Icon, License Manager will open. Click the Feature Wizard button, the main screen displays. Click Next > to go to the screen that lists your selection choices. Select the product to upgrade to or the feature you want. With the features you want selected, click Next > to go to the purchase screen. Contact your dealer with your serial number and purchase code that display on your screen. Once you have your license key, click Finish from the purchase screen. An Enable Features window appears where you will type in your license key. -Or- Click the Purchase the features now with a Credit Card button, complete the Credit Card and Billing Information window. Click the Process Payment button. OK to activate the newly purchased features. 14

25 CHAPTER 4 Quick System Setup At the Setup button, you define your basic company structure. You can setup your Company Name, Pay Period, Overtime, Rounding and Time/Date Format. To configure settings that are more detailed select the System, Pay Class or Schedules button at the Setup button. Note: Any settings made through the Quick Setup window will apply only to the Standard pay class. Section 4.1 Setup - General Tab On the General tab, you define your company name, pay period, automatic break deduction and workday options. Click the Setup button, the Quick Setup window will open: Company Name Enter the name of your company. The company name will display on the header of the reports. Current Pay Period starts on - Enter when your pay period began. NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or backwards. Pay Period Type - Select if your pay period is weekly, bi-weekly or semi-monthly. For semimonthly, also choose the pay period start dates. Auto Deduct - If you want to automatically deduct a break without the employee punching, check this box. This option sets an auto deduct for every employee. Important Note: If the employees punch for their break, do not use this option. Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the break. Length - Enter how much time PayClock deducts each day. Maximum Work Day Length - Enter how long an employee can work in one day. Normally, you should leave this setting at the default of 14:00 hours. Maximum Hours Out to Start a New Shift - Enter how long an employee must be punched Out before PayClock will automatically start a new shift. Click the OK button to keep your changes. 15

26 Section 4.2 Setup - Overtime Tab Under Overtime, you can set how the software calculates overtime. You can define up to 2 Overtime Levels thru the Quick Setup. To configure overtime settings that are more detailed, select the Pay Class button at the Setup button. Daily Pay Code - If employees can get overtime on a daily basis, use this setting to select the pay code and overtime threshold. Weekly Pay Code - If employees can get overtime on a weekly basis, use this setting to select the pay code and overtime threshold. Weekly OT Start Day - Choose the day that starts the overtime week. This setting defaults to whatever you entered in the General tab for the current pay period date, so you usually only need to change this setting if you have a semi-monthly pay period. Daily OT Overrides Level 1 Weekly OT - Check this box if your employees will continue to get daily overtime after the weekly overtime has been reached. Click the OK button to keep your changes. IMPORTANT! The Daily OT Overrides Level 1 Weekly OT is not available if multiple levels of weekly overtime are setup! Section 4.3 Setup - Rounding Tab In the Rounding tab, you define how your punches will calculate. Rounding adjusts a punch to an even increment of time. With rounding, there must be a setting that triggers the punch to adjust forward or backward - this is the break point. To configure settings that are more detailed select the General tab at the Pay Class Setup button or the Schedules Setup button. Example: 1/4 Hour punch rounding is selected. An employee punches at 8:09. Since :09 is after the 7-minute break point, the punch rounds to 8:15. An employee punches at 8:06. Since :06 is before the 7-minute break point, the punch rounds to 8:00. An employee punches at 8:07. Since :07 is at the 7-minute break point, the punch rounds to 8:15. There are 3 selections for rounding: Not Selected = No rounding, punch to punch calculations (Note: This is the default setting.). 1/4 hour = 15 minute round with a 7 minute break point. 16

27 1/10 hour = 6 minute round with a 3 minute break point. To configure the Quick Setup rounding: Click in the circle to select the desired rounding rule. The selected item will have a dot in the circle. Click the OK button to keep your changes. Section 4.4 Setup - Format Tab Under the Format tab, define how the PayClock software displays dates and times and whether to display the Express timecard in black and white. To configure settings that are more detailed, select the Preferences tab at the Setup System button. Select the hours format, 12-Hour (i.e. 1:00pm) or 24-Hour (i.e. 13:00) you want to display in the software under Software Time Settings. Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD = 99/01/31 you want to display in the software under Software Date Settings. If you want the timecard to display in black and white instead of yellow, select Show Express Timecard in Black & White. If you do not want the day of week column to display on the Express timecard, select Hide Day of Week Column in Express Timecard. Click the OK button to keep your changes. CHAPTER 5 System Overview (Note: Access rights are required for this section.) 17

28 At the System button, you define your company structure. Here you setup Company Info, Clock communications, Preferences, Payroll Exports, Labor Tracking Levels, etc. Click the System button, the System window will open: Section 5.1 System - General Tab In the General tab, enter your company name, address, home page, phone and fax number Setup Company Information In the System General tab, enter your company information. Enter your company name and address under Company Name, Address (1), Address (2), City, State, Country and Postal Zip. Enter your phone number under Main Phone Number. Enter your fax number under Main Fax Number. Enter your web site address under Company s Home Page. Click the Save button to keep your changes. Section 5.2 System - Terminal Tab In the Terminal tab, you define your clock settings. Note: This tab will not display if the Terminal Manager option is enabled To Setup a Terminal What you enter in the Terminal tab at the System icon tells the software how to communicate with your clock. Ensure your clock model (PC400TX, PC100TX, PC3500, PC400, PC100, TS100, PC50 or PC2000) displays in the Type box. Note: Select PC100TX as the terminal Type when you have a PC100 terminal connected to the TXTOSER Ethernet Adapter that is available through Lathem Time Corporation. Under Time and Date, your computer's time and date will display. If they are not correct, you need to change it in Windows. You cannot change the time or date in the PayClock software. 18

29 Check Use 24-Hour display if you want the 24-Hour time format to show at your terminal. Uncheck Turn On Daylight Savings Time if your region does not use daylight savings. Under Communications, enter the COM port where your clock connects to the PC and your clock's Baud Rate. If you have problems communicating with the clock, see Troubleshooting. Communications Section - This section will have different settings depending on the type of clock selected. See below for details. PC400TX or PC100TX - This type of clock is connected to your computer network with an Ethernet cable. Locate Network Device - This button allows you to find or discover your PC400TX or PC100TX terminal. IP Address - This field will display the IP address you set up for your PC400TX or PC100TX through the Locate Network Device window. PC3500, PC400, PC100 or PC These types of clocks are directly connected to your computer with a serial cable. COM Port Select the COM Port where you clock connects to your computer. Baud Rate - Select the baud rate that your clock runs. The baud rate should normally be left at If you don't know which baud rate to choose, click Auto Detect and PayClock will find the baud rate for you. Note that if you change the baud rate in the software, you must also change it in the clock. Auto Update when Polling - Check this box to update your clock with employee badge changes each time you poll the clock. TS100 or PC50 This type of clock is connected to your computer with a USB cable. Note: No further set up is required on this tab for a TS100 or PC50. Check Auto Update when Polling if you want the software to send any new or changed employee information to the clock each time the clock is polled. You can also click the Update Clock button if you want to update the employee and department names to the clock manually. Click the Test Clock button to confirm that the communication settings you entered are correct. Click the Send Time/Date to Clock button to set your clock's time and date to what is shown in the Time and Date boxes in this tab. 19

30 Section 5.3 System - Preferences Tab In the Preferences tab, you choose how dates and times display in the software and you define certain software settings. Here, you also setup pay codes, pay code adjusters, override the open schedule start time, holiday schedules, benefit time accruals and audio/text message settings for the PC50 terminal. Pay Codes - Click this button to edit or add pay codes. The Pay Codes window displays, where you can change the rate modifier, differential or wage rate calculation method. Badge Excluder Utility - Click this button to open the Badge Excluder Utility. This utility allows you to select badge numbers that you do not want the PayClock software to automatically assign when you are adding new employees. Example: You have lost badge #87, 88 and 89. You go into the Badge Excluder and select badge #87, 88 and 89 to be excluded badge numbers, when you add new employees these badge numbers will not be used. To exclude badge numbers Select the range of badge numbers you want to select from and click the Load List button. Click in the box to choose the badge number(s), you know you have selected the badge number when there is a check in the box. Click the Apply button and then click Close. Pay Code Adjusters - Click this button to assign pay codes to 5 adjusters. Holiday Schedules - Click this button to setup dates as paid holidays. Accrual Manager Click this button to open the Accrual Manager. You use the Accrual Manager to set policies and rules for employee accruals, such as vacation or sick time. Once you set up your policies, assign them to the employees in the Benefit Time tab of the Employees button. Open Schedule Override - Choose this option if you want the open schedule to start on the previous day. This option is normally used when you have split shifts or when the pay period starts before midnight and you want the hours of the shift to count on the day the shift ended. Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31 Use 24-Hour Time Format - Check this box to show 24-hour time in the software. Non-Work Defaults - In this section, set the default for inserting non-work time into the Timecard. Nonwork time is time paid to an employee but not worked, such as vacation or holidays. 20

31 Confirm Undo s - Uncheck this box to turn off the caution message that appears any time you click the Undo button. Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close. * Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list. Remind me to backup my data when I exit the application - Uncheck this box if you do not want PayClock to prompt you to make a backup each time you close PayClock. Remind me to archive my data when I exit the application if I have: - Check this box and select the limit if you want PayClock to prompt you to archive historical data when you close PayClock. Note the reminder will only display if you have reached the limit selected in the list. Setup Audio Click this button to set up the audio/text messages that sound and display on the PC50 terminal. Custom Fields Click this button to define the custom fields. Data is entered into the custom fields located in the Personal tab of the Employees button. This data is then available on the Custom Fields report Setup Preferences What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults. In addition, you can also define pay codes, pay code adjusters, override the open schedule start time, holiday schedules, custom fields, accruals, set up global audio/text messages for the PC50 terminal and set the software to prompt you to backup your data. To edit a pay code Click the Pay Codes button to setup your pay codes. The Pay Codes window appears. 1. Select a pay code from the list at the top of the Pay Codes window. 2. You can change the pay code name under Name. 3. You can type in a new rate modifier or differential. 4. When you choose a non-worked pay code, the Number (Use at terminal): box is enabled. Type a number employees can enter at the clock to use this pay code. For example, if the terminal Number for Sick is 52, an employee can clock out and use #52 to indicate that he left sick. Note that only clocks that support this function will accept pay code 21

32 numbers. 5. Non-work pay codes allow you to choose if the pay code Counts toward Overtime. If this pay code counts toward overtime, check the Counts toward overtime box. For example, some companies allow sick time to count towards overtime. Therefore, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours. Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster. Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter the punches or total hours according to the same rounding that you have setup. For example, if your rounding is 15-minute intervals, enter the punches or hours as a 15-minute interval, such as 8 hours and 15 minutes. 6. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box. 7. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 5 above. 8. If this pay code also calculates as regular time, check the Also show as Regular Time box. 9. If this pay code will use the optional rate calculation method, check the Rate Calculation box. 10. Click the Save button to keep your changes. 11. Click Close after you have finished. To create a new pay code Click the Pay Codes button to setup your pay codes. The Pay Codes window appears. 1. Click New. 2. Type in a name for the pay code under Name. 3. If you will use this pay code for dollar amounts (such as Bonus, Tips, etc), check the "Amount" box, enter an ID number for this amount under Number (Use at Terminal), then click Save. Skip the steps below. 4. Type in a rate modifier or differential. 22

33 5. When you create a pay code, you can set the rate type to Worked or Non-Worked. Nonworked hours are paid but not worked, such as Vacation or Bereavement. 6. At Apply As, you can choose whether this pay code shows in the regular time list or overtime list. If you choose Any, the pay code shows in both the regular and overtime list. 7. At the Number (Use at terminal): box, type in a number employees can enter at the clock to use this pay code. You can only enter a pay code number for non-worked pay codes. (Note: You cannot use a number that you set as a group number.) For example, if you set terminal Number for Sick to 52, an employee can clock out and use #52 to indicate that he left sick. Note that only clocks that support this function will accept pay code numbers. 8. Choose if you want this pay code to Also show as Regular Time by checking the box. 9. If this pay code counts toward overtime, check the "Counts toward overtime" box. For example, some companies allow sick time to count towards overtime. So, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours. Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster. Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as 8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round. 10. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box. 11. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 8 above. 12. If this pay code will use the optional rate calculation method, check the Rate Calculation box. 13. Click the Save button to keep your changes. 14. Click Close after you have finished. 23