Software Quick Setup

Transcription

1 Software Quick Setup Our software supports two kinds of attendance tracking: that based on fixed shift rules and that which is not. The latter is more commonly used by small and medium sized companies, and we will walk you through it as follows. (Please note if you want to set up a shift or shifts, please refer to another help document How to set up shifts at 1. When the software is installed and you double click the icon of the software on the desktop for the first time, you will be prompted for database connection: Double click the icon and you will see the window for database connection. Click Create to create a database. If the name a1 already exists, you can change it to a different one e.g. a2, and then create. 1

2 2. 3. You can upload your logo 2

3 4. Select fingerprint terminal II 5. If you want to have the employee social security number as their work ID, enter 9. 3

4 6 Set the password. You can leave it blank if you do not want to Click Add. 1. Click personnel information Organization setting 3. Enter a department name-save. 4

5 8. You can also set a sub-dept. For example, select office -Add-click Super dept --select office -enter a subdept name and save. See figure

6 10. go to Personnel Entry-Add. 1. Select a Dept. you can transfer the employee to any Dept from here. 3. Choose an earlier date because punches before the entry date do not show up on the report. 2. The Card ID (5 digits) should match the Finger ID on the terminal. Select attend with no shift -Save. If you want to track employees by shift, see How to set up shifts 6

7 11. Go to Time Attendance Management -- Shift rules configure Attend without shift: This is the only rule you need to care about. You can leave all others alone when you use attend with no shift. If your company sets overtime to begin after 40 hours each week, you can set the maximum time an employee works per day. For example, if your employees work more than eight hours a day, you need to change the first option: how many minutes is required to be counted a work day? from 480 minutes to 540, or 600, or 660, 720, or any that fit. If you do not have any special requirement, you can set four options as 800; 30; 1000; 120. Then save. If all your employees only work 8 hours a day, you can set it as 480, 120, 1440, 120. In this way, their daily total hours can be rounded to 8 hours-480 minutes. But there is a problem, for example, if a person works 9 hours a day, only 8 hours will show up under the category of day shift hours on the report and another hour will be rounded; but if he works 10 hours, 8 hours will be under day shift hours, another two hours will be counted under overtime. (The First two options play a role in rounding.) If your employees work through midnight, for example, from 22:00-6:00, you need to change the maximum work time through midnight to 360 or

8 12. Then go to Terminal Management-Add/Modify. If your computer does not have a serial port and would like to use a USB flash drive to download data, skip figure and see Chapter 5, Hardware quick setup guide with diagrams. 1. The computer and the machine are hooked up with a serial cable. Try different ports and click Next to see which port is working. 13. Click Ok, then next-next-finish. 8

9 14. This means the machine is working well. If you see error codes, please check All machines, right click on it and delete. Redo Add/modify. You can click Cancel admin to disable the manager on the machine. 15. Upload employee names to the machine: go to Terminal Management-Register 3. If you do not see any names, go to Personnel entry to enter names. When you see names, check select all and click Upload. 1. Each time you can only operate one machine. Please uncheck others if you have multiple machines. 2. click get all enroll. 9

10 16. Data gathering: 1. Click Gathering. 2. You can select date range to download transactions in the machine. 3. When there is cable connection, click gathering data. 17. The software sets it 5 minutes in which only the first of repeated punches is counted valid. This is why there are invalid punches. 10

11 18. To total up hours, go to Attendance Processing. 2. Set the start date and end date. 4. Click Calculate. 1. Select the employee. 3. Select Daily attendance report. 19. For each employee everyday, the punches should be an even number which comes from valid punches: 2 punches mean in and out; 4 punches mean in, out, in, out. If an employee only got one or three punches a day, you need to insert or delete one. Before calculating hours worked, you can edit employee punches. For example, if a person should work 7A-2P, and he punches in at 6:45, and punches out at 14:20, you can edit them to 7:00 and 14: Edit punches. You can insert or delete punches. And then Calculate. After any punch import or edit, you need to click Calculate to refresh the system. 1. Select the date. 3. Time totals for each day. 4. Time worked totals for the pay period. 11

12 20. You can click the top of the table and select table configure to simplify your report. See the next figure. 21. Customize your report: 3.save. 1. Uncheck the categories you do not want to show in the attendance report. 2. Click the number to edit column width. 12

13 Click Print to view your time sheet. 2. Preview 3. select Report by system. (you can customize your own report.) 23. Sample of an attendance report: 13

14 24. In case your employees punch in in the morning and punch out in the afternoon and you need to deduct one hour for lunch duration, you can go to Punch Editing Add: 2. Select the pay period 3. Enter two punch times 1. Select the employee Save. 25. How to uninstall and reinstall the software: In case the database or the software is damaged, you can uninstall them by going to Control Panel Add/Remove Programs. In most cases, you do NOT need to uninstall the Microsoft SQL database (or MSDE); what you need to do is uninstall the A0 or A1, reinstall it, and create a different/new database. To save your time, before uninstalling the software, you can export Personnel Entry by going to Personnel Information Personnel Entry Export. (Please note: if the database is not damaged, while reinstalling the software, being asked would you like to install MSDE, you should select No. After the software is reinstalled, and you open it for the first time, you will be prompted for Database Configure. You only need to type a new database name other than A0 or A1 and click Create. ) When you enter the A0 software, you can import Personnel Entry /employee information. But before importing employee information, you need to open and save the file (that was exported from the old software) as Microsoft Excel 5.0/95 workbook or Microsoft Excel 97- Excel 2003 & 5.0/95 Workbook format. And then go back to the software: Personnel information Personnel entry import locate the file Open next beside Employee name, scroll down to select name ; beside Regist. No, select 14

15 Card ID ; beside Weekend ID, select weekend ; beside remark, select note, and leave others alone. next next-next-finish Click import and then 25.2 Select the file you exported from the old software and saved as in Microsoft Excel 97- Excel 2003 & 5.0/95 Workbook format. 15

16 Click to choose the corresponding terms and next, - next-next-finish. 16