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ATR9800 User Guide

10 Add/Edit Employee

Wages

The employee screen is used to assign individual wages. To use this feature, the use flag
for wages has to be checked under Settings in Company Setup. This is a gross wage based
on hours worked. The tracking of this information can be used in forecasting departmental
expenditures and budgets. ATR9800 does not allow for payroll deductions when using
wages.

To assign an employee to a wage, enter the start date (1) the employee is to be assigned
this wage. Enter the system level (2) this wage will be applied to. In systems without job
costing this will always be level 0. In systems with job costing, a wage can be assigned for
each level in the system. Enter the department number (3) to which this wage applies. If an
employee is working in other than his default department, the wage assigned to that
department is used. Enter the wage (4) the employee is to be assigned. If assigned to a
department using wages, this entry supercedes the department entry.

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Summary of Contents for ATR9800

Page 1: ......

Page 2: ...ly complex and may not be completely free from errors you are advised to validate your work In no event will Acroprint be liable for direct indirect special incidental or consequential damage arising out of the use or inability to use the program or documentation even if advised of the possibility of such damages Specifically Acroprint is not responsible for any costs including but not limited to ...

Page 3: ... Servers 5 RSD 6 What Files to Backup and How Often 6 Acroprint s Data Files 6 Add Edit Employee 7 Assignments 8 Schedules 8 Departments 9 Wages 10 Multiple Badges 11 PINS 11 Categories 12 Departments 13 Holidays 14 Users 15 Rights 15 Defined Users 16 Groups 17 Assignments 17 Time Transactions 18 Add Edit Transactions 20 Global Add 21 Miscellaneous Entry 21 Clocks 22 Polling 22 Archiving Unarchivi...

Page 4: ...lockouts to work correctly 34 Bells 36 For Bells to work correctly 36 Access Control 37 For Access Control to work you must 37 Autopoll 38 Messaging 40 For messaging to work you must 40 Job Costing 41 To setup Job Costing you must 41 Input Validation 42 Clocks 43 Connection 44 Job Costing 44 Access Control 44 Fingerprint Unit 45 Clock Configurations 46 General 46 Functions Definition 46 Parameters...

Page 5: ...Legends 51 Print Minutes in Hundredths 51 Sample Reports 52 Time Card 52 Hours Report 53 Who s In 54 Who is in by Shift 55 Shift Report 56 Category Summary 57 Department Category Summary 58 Group Hourly Summary 59 Job Hourly Report 60 Report Missing Punches 61 Benefit Report 62 Export Time Card Data 63 Generic ASCII Export 64 Glossary 65 ...

Page 6: ...dealer is familiar with your needs and equipment and should be able to provide you with the information you want ATR9800 Customer Assistance If your dealer is unable to answer your questions Acroprint has an ATR9800 customer assist service available from 8AM 5PM ET Monday Friday 919 872 5800 Support is billable on a per call basis of 75 per hour or you may purchase an annual agreement for 575 If y...

Page 7: ... 1 500 But the initial higher cost is quickly paid for in shorter backup times A 20 Megabytes drive which takes almost an hour to backup with floppy disks can be backed up in as little as 10 minutes As typical disk capacities increase further to 4GB 8GB and 12GB your only realistic backup medium is tape Servers For PCs on a network backup over the network is a viable alternative to using removable...

Page 8: ...ecause they never change They should be backed up when a new version is placed in the system However a full backup of all files makes the job much easier if a hard drive fails Acroprint s Data Files Acroprint maintains numerous data files that are critical for the operation of the system and to your company s payroll health All of these files should be backed up daily All data files Acroprint uses...

Page 9: ...n For ease of administration employees can be marked active or inactive An active employee is one who is currently scheduled and punching in out on the system For any reason should this employee stop punching maternity leave disability temporary relocation for an extended period of time that person can be marked inactive Their information will be retained in the system so that when they return all...

Page 10: ...ely one week before date of hire This insures the employee is not working during any period in which they are not assigned Before an employee can be assigned to a schedule the schedule must exist within the system Fill in the schedule number 2 the employee is assigned for each day of the week If the schedule is a fixed shift schedule indicate the shift 4 the employee is working Employees can be as...

Page 11: ... employee to a department enter the starting date 1 on which they are assigned to this department and then enter the department number Note right clicking the department field can access a list of defined departments By default the ATR9800 allows transfers between departments This ability is separate from job costing To perform department level transfers employees must be assigned to a non swipe a...

Page 12: ...g wages To assign an employee to a wage enter the start date 1 the employee is to be assigned this wage Enter the system level 2 this wage will be applied to In systems without job costing this will always be level 0 In systems with job costing a wage can be assigned for each level in the system Enter the department number 3 to which this wage applies If an employee is working in other than his de...

Page 13: ...badge the badge number must first be deleted from the owner of the badge If this is not done the badge will be locked in the system and will not be able to be reassigned PINS Pin numbers provide a low level form of system security They can be used with other methods of system security to provide very strict system access Pins function similar to ATM and bankcards After an employee swipes his or he...

Page 14: ...efined categories are Jury Duty Bonus Days Floating Holidays and Bereavement If the flag for exports is not set under Company Setup this will be the default Category screen You must run a Category Count Report and check Yes to Post Categories for the employee benefits window to be updated Category entry overrides absence If category entry is made and the employee has not worked that day this entry...

Page 15: ...ability to print Reports only for a particular department When adding a department you are required to enter the department number name and specify whether the department is active or inactive If the department is active it is ready for use and employees can be assigned to this department or transfer into this department By default the ATR9800 supports department level transfers If employees are a...

Page 16: ...To post holidays automatically to reports and benefits enter the holiday into the ATR9800 system Enter the date and a description for the holiday The employee s assigned schedule must be flagged to pay non worked holidays for the time to post ...

Page 17: ...emember description 2 to further help remember the level of access of these rights Checking the box 3 to the left of the module name gives access to this part of the system In the above example all boxes are checked indicating the individual given these rights has total access to the system Clicking the build button to the right of the checkbox 4 lets you pick what actions can be taken on the spec...

Page 18: ...en the system is initialized Enter the rights code 2 to be associated with this account Enter the 5 termination date of this password left blank the system views this password as being in effect for as long as the account exists Initials 3 are applied to changes made with the system indicating who changed what in the system Group number 6 will allow the individual who logs in with this password to...

Page 19: ...n be a very useful tool It is simple to add groups to the system Enter the group code to be used to identify this group Enter a description to help identify the group Employees must be individually assigned to groups on the employee maintenance screen Assignments We have already explained assignments under employee maintenance However we will briefly highlight the differences between accessing ass...

Page 20: ... You will be prompted to select an employee Enter the employee number or right click the employee number box to access the employee popup list Enter the date the transaction occurred or accept the default and scroll through the dates on the transaction maintenance to select the transaction to add or edit The time transaction maintenance screen shows the transaction data employee data and time info...

Page 21: ...icates it came from the computer Changed Indicates this transaction has been changed or edited Changes The actual number of times this transaction has been changed Supervisor Y indicates the transaction was entered at the time clock by a supervisor badge through supervisor entry mode N indicates a normal transaction The maintenance screen also shows time totals applied to that day s transaction It...

Page 22: ...ock the employee punches If the clock number is not known enter a random character and press TAB key to access clock popup window The clock can then be selected directly from that window Enter the function for this transaction Functions tell the system how to use the transaction Function Description SG Swipe Go IN Clock IN OUT Clock OUT M Miscellaneous 0 Department Transfer 1 Job Transfer 2 Step T...

Page 23: ...ry must be defined in the ATR9800 system To add or edit a miscellaneous transaction place a M in the function text box on the edit punch screen Category Code Enter the code for the category the hours for this transaction are to be applied to Hours or Dollars Is this entry an hour or dollar amount Add Subtract Is this entry an addition or subtraction of hours Accrue Towards Overtime Can this time b...

Page 24: ...t Clocks Date Time The clock s date and time can be set either at the clock with the configuration badge or through the software If time is set during polling the clock time will be only as accurate as your PC time You are not required to set the time each time you poll Program Clocks Programming clocks loads information about each clock stored in the clock file and the clock configuration file Pr...

Page 25: ... To archive transactions From the main menu select Utilities On the utility screen select Punches from the table listings on the right Click the archive icon and the archive parameter screen appears Fill in the desired parameters and click the check button The selected transactions will then be removed from the punch file and placed in the Punch dbf file There will be no visual indication that thi...

Page 26: ...ct you must recalculate your time transactions The new changes will only apply to the transactions you specify The flags on the right turn on following related screens If you wish to use a feature check the appropriate box and the screen to enter the parameters is made available Press next screen to see additional screens Note An employee must be assigned to a schedule for transactions to be calcu...

Page 27: ... This mainly applies to punches that cross the day change time i e 3rd shift A usual number here is 10 00 hours This value may need to be adjusted depending on your individual rules Apply To Punches Used to determine what type of punches are linked to the first punch For swipe and go schedules this field will be SG as shown in the picture on the previous page Missing Punch Limit Used to set a limi...

Page 28: ...the employee not be penalized Paid This setting tells the system if the duration is paid or not Min Work Time Enter the minimum amount of time that must be worked before a break lunch can be taken Maximum Allowed Enter the maximum number of breaks lunches allowed in a single work period Break Lunch Window Parameters When using break lunch windows the system does not look at how long the employee h...

Page 29: ...ll be rounded forward If your Round In is set to 15 and your Round Forward back is set to 8 and the employee punches the clock at 09 08 that time is rounded forward to 09 15 Grace Back is used to tell the system what part of the accounting unit will be rounded back If your Round In is set to 15 and your Grace back is set to 7 and the employee punches the clock at 09 07 that time is rounded back to...

Page 30: ...mple their schedule has one shift 08 00 to 17 00 They clock in at 07 00 and clock out at 18 00 They will accrue 2 hours of overtime 07 00 08 00 and 17 00 18 00 At level Sets the overtime level at which this time will be accrued Force Overtime by Day of the Week Forces any time accrued on the specified day to be accrued towards overtime Keep in level over day change Forces overtime to be accrued un...

Page 31: ... for the out punch IN Punch Grace Back Grace back is used to round IN punches back to the shift start time Employee punches that occur within the grace period will be treated as if they occurred exactly on the start time This is separate from Grace Back on the Pay Interval IN punches that occur within the grace period will reported as graced in on the Attendance Summary on the time cards Round For...

Page 32: ...e is considered on time If the employee clocks out at 15 54 he or she is considered to be early The time is rounded back to 15 45 and they stop accruing time at that time Is Differential Pay Fixed By Initial Shift Worked If using differentials and this is set to yes an employee does not accrue time at the new level if his time crosses into another shift If set to no and the employee s time crosses...

Page 33: ...e non worked holiday pay N indicates they are not required to work either the scheduled day before or after to receive non worked holiday pay Number of Days Before Posting Holidays Number of days after a holiday has passed before the system will check to see who receives non worked holiday pay An entry of 0 will tell the system to post holidays the very next day Hours To Add for Each Worked Holida...

Page 34: ...o see who is punching in too early who is punching out late etc Punch Type Enter I to have this interval report an IN punch or O to have this interval report an OUT punch Start Time Enter the start time of the interval to report on a specific punch Stop Time Enter the stop time of the interval to report on a specific punch In On Service Minimum Hours Enter the minimum hours an employee will be giv...

Page 35: ... week Per Diem will be shown on the employee s time card report and in the categories called PRD1 and PRD2 This amount will be added to all dollar amounts on reports Day of the Week Enter the day of the week per diem is to be given when an employee clocks in Amount Enter the amount in dollars and cents to add to the employee total ...

Page 36: ...ed under clock configurations The changes are programmed into the clock To setup a profile click the Add icon 1 Enter a number for this profile Enter a description for this profile By default you start with table one Click the save icon Tables hold time zone parameters 4 Each profile has fifteen tables allowing up to 15 unique time zone tables Add the desired messages for the time zones by clickin...

Page 37: ...e zones Time zones cannot overlap Ex a time zone cannot end at 06 04 and the next one start at 06 03 Time zones must encompass the entire 24 hour day If a time zone starts at 08 00 am the last time zone must end at 07 59 am Start Start time for the time zone End End time for the time zone Message Enter the number of the message from 5 to be associated with this time zone ...

Page 38: ... clock under clock maintenance The Acroprint relay kit must be attached to the clock and the switch in use set to bell The bell schedule must be programmed into the clock To add a bell schedule click the Add icon 1 Enter a number for this schedule Enter a description for this schedule Click the Add Schedule icon 2 to add a signal time to the schedule Bell times are entered by Time The time the sig...

Page 39: ...k if the clock will be used for access control Always Open Start Time Used in conjunction with Open on Sun Sat to define a period of time in which access is always granted Open on Sun Sun Used to define days of the week in which access is always granted Access Duration Length of time relay signal is active All Badges If using profiles in conjunction with access control checking this block tells th...

Page 40: ...WTFS The day days of the week you wish this polling to occur Type C clocks To poll one or all clocks D To poll all clocks in a specified division F to run an external file such as an external tape backup program Clock ID If C is chosen enter the clock ID of the clock to be polled If polling all clocks press enter and ALL will automatically be inserted for you File If F is chosen enter the full pat...

Page 41: ...ing Mess Check to download employee messages to the clock after polling Val Check to download validation tables to the clock after polling ARep Check if you want the system to automatically print the reports after polling If ARep is checked you will then be prompted with the report selection screen Refer to Page 50 on Reports for instructions on report configuration ...

Page 42: ...to All Clocks If you have multiple clocks and employees swipe any clock you can have this message appear on all clocks Clock Id If you have only one clock or if you have multiple clocks and want the message to appear on only one clock enter that clock s ID number Display Messages Check if you want the message to be displayed on the clock Unchecked and the message will not be displayed for this emp...

Page 43: ...levels you wish to use Add the tasks for each level to the system Setup the clock configuration for keypad entry and define a range of badges that will access the keypad Once you enter the level numbers into the system and setup the clock configuration you must reprogram the clock Employees who wish to enter any of the defined levels must press the appropriate key on the clock When that key is pre...

Page 44: ...se level numbers at time of entry rejecting bad numbers and accepting good numbers displaying the level name On the setup screens for Department Job Step and Operation you will see the prompt to download to the clock for validation If Y is selected the job number is downloaded to the clock When keying job numbers at the clock only numbers downloaded will be accepted ...

Page 45: ...ations A clock can be assigned only one configuration If you have multiple clocks they can all share one configuration or they can be assigned an individual configuration A case in which they would use one configuration is if each clock will have the same display prompt and will function identically Lockout If using the Profile Lockout Module this entry block will be visible Enter the profile numb...

Page 46: ...o contact your network administrator for an appropriate address to use TCP IP Port Enter the port number that the clock is setup to use This number defaults to 10000 This number must match what is set internally in the clock Terminal Mode If you have one terminal connected directly to your PC serial port check single terminal If you have multiple clocks connected to directly to a serial port on yo...

Page 47: ... use This entry can be from 1 to 999 of fingerprints per Badge Each badge can be used with up to three fingerprints If badges are assigned more than one fingerprint the maximum number is decreased Using two fingerprints per badge the maximum number that can be used is 499 with three fingerprints per badge the maximum number is 333 FIU Security Code This number is used to identify the reader that i...

Page 48: ...nfiguration a name and click save exit To delete or modify a configuration make sure the configuration is highlighted in the main window and click the appropriate button You must select save and exit before any configuration changes are saved Functions Definition The Function Definitions tab is used to customize the individual keys on the clock keypad These keys can be used to input information su...

Page 49: ...ch the clock modem will answer an incoming call Modem Ring Delay indicates the number of rings at which the modem will pickup an incoming call Baud Rate sets the baud rates of the clocks internal ports and modem For RS 232 and RS 485 this setting is always 9600 Badge Details Stored Last Characters tells the clock to read the badge number from right to left the amount of digits setup under Company ...

Page 50: ...and go number is swiped Access Always On is displayed during the period that access is always granted This period is defined under Clocks Access Control Access Always Off is displayed during the period that access is always denied This period is defined under Clocks Access Control Print Setup The print setup tab is used when printing clock transactions at the clock This is used to print the transa...

Page 51: ...broken down by division Job Hourly Summary Shows totals by employee and levels user definable Job Wage Summary Shows wages by employee and levels Piece Wage Report Shows piece wage totals Approaching Overtime Report Shows employees scheduled hours vs actual worked hours Attendance Report Reports In s Out s Absents Unscheduled days Attendance Count Report Shows employees adherence to attendance pol...

Page 52: ...nly discuss the similarities between the reports Depending on the reports selected some screen items will appear on some screens but not others Before actually starting the report program select the report parameters to specify the information to be contained in the report These parameters will be common entries on all reports except the Who s In Report which asks for a reference date time ...

Page 53: ...e ranges Y Prints the previous day s transaction information Starting Ending Enter the starting and ending parameters to use for your selection criteria When entering report parameters the ending parameter must always be equal to or greater than the beginning parameter Show Legends Causes the legends to print at the top of every page of the report If no is selected the legends will print only on t...

Page 54: ... 1999 Fri 08 00a Clock IN MP 001 0 00 0 00 0 00 0 00 0 00 0 00 09 25 1999 Sat 00 00a 0 00a 001 0 00 0 00 0 00 0 00 0 00 0 00 09 26 1999 Sun 00 00a 0 00a 001 0 00 0 00 0 00 0 00 0 00 0 00 09 27 1999 Mon 08 00a Clock IN 1 00a Clock OUT 001 12 00p Clock IN 5 00p Clock OUT 001 8 00 0 00 0 00 0 00 0 00 0 00 09 28 1999 Tue 08 00a Clock IN 1 00a Clock OUT 001 12 00p Clock IN 5 00p Clock OUT 001 8 00 0 00...

Page 55: ... Department Range All Division Range All Employee Name Reg OT1 OT2 OT3 Total 00001 Cunningham Randall 27 00 0 00 0 00 0 00 27 00 00005 Lambert Jack 27 00 0 00 0 00 0 00 27 00 00002 Montana Joe 27 00 0 00 0 00 0 00 27 00 00004 Romonowsky Steve 27 00 0 00 0 00 0 00 27 00 00003 Taylor Lawrence 26 00 0 00 0 00 0 00 26 00 Global Total 134 00 0 00 0 00 0 00 134 00 Total Of Employee Processed 5 ...

Page 56: ...Punches Department Last Transaction Function Last Date Time Date Time 00001 Cunningham Randall 09 28 1999 08 00a 09 28 1999 17 00 00 OT 00005 Lambert Jack 09 28 1999 08 00a 09 28 1999 17 00 00 OT 00002 Montana Joe 09 28 1999 08 00a 09 28 1999 17 00 00 OT 00004 Romonowsky Steve 09 28 1999 08 00a 09 28 1999 17 00 00 OT 00003 Taylor Lawrence 09 28 1999 08 00a 09 28 1999 17 00 00 OT Total IN Punches 5...

Page 57: ... 46 Date 09 29 1999 09 29 1999 Employee Range 00001 00002 Group Range All Department Range All Division Range All Employee Name IN Punches Date Time Shift 1 00001 Cunningham Randall 09 29 1999 08 00a Total by Employee 1 Punches Shift 1 00002 Montana Joe 09 29 1999 08 00a Total by Employee 1 Punches Total by Shift 2 Punches ...

Page 58: ... All Department Range All Division Range All Employee Name Reg OT1 OT2 OT3 Total Shift 1 00001 Cunningham Randall 3 00 0 00 0 00 0 00 3 00 00002 Montana Joe 3 25 0 00 0 00 0 00 3 25 Total by Shift 6 25 0 00 0 00 0 00 6 25 Shift 2 00003 Taylor Lawrence 6 00 0 00 0 00 0 00 6 00 Total by Shift 6 00 0 00 0 00 0 00 6 00 Global Total 12 25 0 00 0 00 0 00 12 25 Total Of Employee Processed 3 ...

Page 59: ...g OT1 OT2 OT3 Dlls Category PERS 00001 Cunningham Randall 4 00 0 00 0 00 0 00 0 00 00003 Taylor Lawrence 8 00 0 00 0 00 0 00 0 00 Total by Category 12 00 0 00 0 00 0 00 0 00 Category SICK 00004 Romonowsky Steve 8 00 0 00 0 00 0 00 0 00 Total by Category 8 00 0 00 0 00 0 00 0 00 Category VAC 00005 Lambert Jack 4 00 0 00 0 00 0 00 0 00 Total by Category 4 00 0 00 0 00 0 00 0 00 Global Total 00 00 0 ...

Page 60: ... Ot2 Ot3 Dlls Category PERS Department 00001 Cunningham Randall 4 00 0 00 0 00 0 00 0 00 00003 Taylor Lawrence 8 00 0 00 0 00 0 00 0 00 Total by Category 12 00 0 00 0 00 0 00 0 00 Category SICK Department 00004 Romanowski Steve 8 00 0 00 0 00 0 00 0 00 Total by Category 8 00 0 00 0 00 0 00 0 00 Category VAC Department 00005 Lambert Jack 4 00 0 00 0 00 0 00 0 00 Total by Category 4 00 0 00 0 00 0 0...

Page 61: ... Total Group Mgt 00001 Cunningham Randall 10 00 0 00 0 00 0 00 10 00 00002 Montana Joe 3 25 0 00 0 00 0 00 3 25 Total by Group 13 25 0 00 0 00 0 00 13 25 Group Prod 00003 Taylor Lawrence 14 00 0 00 0 00 0 00 14 00 00004 Romonowsky Steve 8 00 0 00 0 00 0 00 8 00 Total by Group 22 00 0 00 0 00 0 00 22 00 Group Sales 00005 Lambert Jack 7 00 0 00 0 00 0 00 7 00 Total by Group 7 00 0 00 0 00 0 00 7 00 ...

Page 62: ...l Employee Name 1st 2nd 3rd 4th 5th 6th Reg OT1 OT2 OT3 Total by Emp Dep Job Ste Ope Employee 00001 Cunningham Randall Department 02 Prod Job 01 IBM Step 01 ASSY Operation 01 chasis 3 00 0 00 0 00 0 00 3 00 Total by Step 3 00 0 00 0 00 0 00 3 00 Total by Job 3 00 0 00 0 00 0 00 3 00 Total by Department 3 00 0 00 0 00 0 00 3 00 Total by Employee 3 00 0 00 0 00 0 00 3 00 Global Total 3 00 0 00 0 00 ...

Page 63: ...oyee Range 00001 00005 Group Range All Department Range All Division Range All Probable Corresponding Punch Employee Name Date Time Badge Missing Punch 00005 Lambert Jack 09 27 1999 12 00p 00005 INSERT OT PUNCH Total by Employee 1 Exceptions 00002 Montana Joe 09 27 1999 05 00p 00002 INSERT OT PUNCH Total by Employee 1 Exceptions 2 Exceptions Total Of Employee Processed 2 ...

Page 64: ...Range All Employee Name Allowed Taken Left Count Code PERS Personal 00001 Cunningham Randall 40 00 8 00 32 00 3 00003 Taylor Lawrence 40 00 16 00 24 00 3 Total by Benefit 80 00 24 00 56 00 6 Code SICK Sick Hours 00004 Romonowsky Steve 40 00 16 00 24 00 3 Total by Benefit 40 00 16 00 24 00 3 Global Total PERS 80 00 24 00 56 00 6 SICK 40 00 16 00 24 00 3 Total Of Employee Processed 3 ...

Page 65: ...YN 0 00 Field Length Description C 4 Division Number E 10 Employee Number G 10 Group Code 0 10 Level 0 Number 1 10 Level 1 Number 2 10 Level 2 Number 3 10 Level 3 Number P 10 Schedule W 1 Shift Number Currently Working A 1 Shift Number assigned H 1 Holiday Y for yes No for no T 1 R Reg H Hol M Misc L Lnch B Brk I 1 O Regular 1 OT1 2 OT2 3 OT3 C 4 Category Code T 8 Hours Text Form Y 4 Year M 2 Mont...

Page 66: ...0000001 12 02700 00000 0000000002 0000000001 0000000001 12 01900 00000 0000000003 0000000001 0000000001 12 02600 00000 0000000004 0000000001 0000000001 12 02800 00000 0000000005 0000000001 0000000001 12 02200 Amount Field Code Department Number Schedule Number Employee Number Company Number ...

Page 67: ...ting holidays Department a method of grouping employees in the ATR9800 system Also when using job costing it is the first level for time accrual in the job costing hierarchy Day Change the time a new day begins Day change time is normally midnight but can be changed to insure that time worked totals can be accredited to the day intended Dock The minimum minutes an employee will lose from time work...

Page 68: ...system security Punch the process of registering a transaction into a time recording device Associated with the earlier electro mechanical clocks in which times were stamped on a time card Today transactions are normally swiped scanned or input via keypad Polling process in which punch data is retrieved from the time clock for processing by the software The user initiates polling Programming proce...

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