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Chapter 4

Maintaining the Timeclock

4-46

ADP, Inc.

Performing Maintenance Functions

This section presents brief descriptions of Maintenance functions, and instructions
about how to perform them.

Audio Setting (basic configuration)

Use Audio Setting to adjust the volume of the beeper and to enable or disable the
keys click when pressed. The beeper volume is saved when you exit the Beeper
Volume field. The Beeper Volume soft key is used to test the volume.

Note

These settings are part of the basic configuration of the timeclock. You must
complete these settings when you power up the timeclock for the first time and if
you replace the cover assembly.

Step

Display

Action

1

Maintenance Mode idle
display

Press the Audio Setting soft key.

2

Beeper Volume (1-14)

Press the (+) and (-) soft keys to adjust the volume,
then press ENTER.

3

Key Click

Press the (Off) and (On) soft keys to enable or
disable the key click, then press ENTER.

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Summary of Contents for 4000 series

Page 1: ...000 User s Guide Series 4000 Badge Terminal Presents basic concepts of the Series 4000 badge terminal instructions for performing functions at the Series 4000 terminal maintaining and servicing the terminal and troubleshooting error conditions Document Part Number 4702574 001 Document Revision Draft of Rev C ...

Page 2: ...such as the Fair Labor Standards Act RADIO AND TELEVISION INTERFERENCE CAUTION Changes or modifications not expressly approved by the manufacturer could void the user s authority to operate the equipment This equipment has been tested and found to comply with the limits pursuant to Part 15 of the FCC rules These limits are designed to provide reasonable protection against harmful interference in a...

Page 3: ...n which case the user may be required to take adequate measures Published by Kronos Incorporated 297 Billerica Road Chelmsford Massachusetts 01824 4119 USA Phone 978 250 9800 Fax 978 367 5900 Kronos Incorporated Global Support 1 800 394 HELP 1 800 394 4357 For a complete list of the international subsidiaries see the following Kronos Incorporated Web page http www kronos com discover about worldwi...

Page 4: ......

Page 5: ...rminal Operates 1 7 How the Terminal Functions with the Host Application 1 7 Cross punching 1 8 Modes of Operation 1 8 Labor Tracking Functions 1 9 Entering Data at the Series 4000 Terminal 1 10 Using the Badge Reader 1 10 Using the Keypad and Soft Keys 1 11 Guidelines for Entering Information Using the Terminal 1 12 Chapter 2 Employee Functions What Are Employee Functions 2 2 Performing Employee ...

Page 6: ...3 8 Global Home Employee Restriction Override 3 8 Global Non Home Employee Restriction Override 3 9 Pay Code Hours Adjustment 3 10 Single Home Employee Restriction Override 3 11 Single Non Home Employee Restriction Override 3 12 View Employee Information 3 12 Chapter 4 Maintaining the Terminal Maintenance Basics 4 2 Types of Maintenance 4 2 Required Tools 4 2 Safety Considerations 4 3 Handling Sta...

Page 7: ...ower Supply transformer 4 40 What Are the Maintenance Functions 4 43 Performing Maintenance Functions 4 46 Audio Setting basic configuration 4 46 Communication Setting basic configuration 4 47 Date Time Setting basic configuration 4 48 Display Setting basic configuration 4 49 Symbology Setting basic configuration 4 50 Database Report 4 51 Device Status Report 4 51 Ethernet Report 4 52 File System ...

Page 8: ...es 6 2 Transaction Error Messages 6 2 Other Error Messages 6 6 Status Messages 6 8 Troubleshooting 6 9 Terminal Hardware Failures 6 9 Troubleshooting Table 6 10 Verifying the Integrity of the Network 6 15 Appendix A Terminal Specifications Appendix B Differences Between the Series 4000 and the Series 400 Terminals Physical Differences A 2 Functional Differences A 3 Glossary Index ...

Page 9: ...concepts of the Series 4000 timeclock and contains instructions for performing operations and executing functions maintaining and servicing the timeclock and troubleshooting error conditions This preface contains the following sections Organization of This Guide Abbreviations and Terms Related Documents ...

Page 10: ...tenance functions are configuring the timeclock and running diagnostics Chapter 5 Upgrading Timeclock Firmware contains information about using the correct versions of the timeclock firmware and downloading information to the timeclock Chapter 6 Error Messages and Troubleshooting Procedures includes descriptions and resolutions for error messages and procedures for diagnosing and resolving error c...

Page 11: ...g CSA Canadian Standards Association DCM Data Collection Manager FIFO first in first out data queue FRU field replaceable unit I O input output LCD liquid crystal display LED light emitting diode PIN personal identification number RAM random access memory TCP IP Transmission Control Protocol Internet Protocol UL Underwriter s Laboratory UPC universal product code ...

Page 12: ... 4000 timeclock you must order them separately Series 4000 Badge Timeclock Installation Guide provides step by step instructions for installing the Series 4000 timeclock and performing basic configuration This document is shipped with the Series 4000 timeclock The following installation guides ship with the corresponding optional device Backup Battery Option Kit Installation Guide Internal AC Outl...

Page 13: ...Chapter 1 Overview This chapter contains the following sections What Are the Series 4000 Timeclocks Understanding How the Series 4000 Timeclock Operates Entering Data at the Series 4000 Timeclock ...

Page 14: ... 4000 timeclock features include the following Schedule enforcement which controls when specific employees can swipe in and out Display of employee names vacation sick time and other totals host application dependent Messaging which allows the timeclock to display messages to individual employees host application dependent Function keys to perform various functions and transactions such as labor a...

Page 15: ... whether the timeclock is connected to an external power source or operating on battery backup Optional Devices You can order the following optional devices separately and connect them to the Series 4000 timeclock Installation instructions are provided with each device Backup Battery Option part number 8601763 002 Rechargeable 12 VDC lead acid battery that you install to allow the Series 4000 time...

Page 16: ...nc Physical Description of the Timeclock This section includes an illustration of the timeclock and brief descriptions of its parts For a map of the timeclock s internal parts see Interior of Fully Assembled Timeclock on page 4 9 ...

Page 17: ...ons transaction steps and transaction output 5 LEDs Visual indicators The top LED is green and flashes when the timeclock successfully reads a badge that is swiped by a user The middle LED is amber and flashes when the timeclock does not successfully reads a badge that is swiped by a user The bottom LED is amber and indicates whether the timeclock is receiving power 6 Badge reader barcode Used to ...

Page 18: ...GA display that presents you with possible functions transaction steps and transaction output The following figure shows a sample idle display When you have more than 8 soft keys configured on the timeclock the More soft key appears on the first screen and the 8th soft key appears on the second screen You use the More soft key to access the second screen Review Punches Punch Status Employee Report...

Page 19: ...icts employee punches based on this downloaded information Non home employees can use a timeclock if cross punching is enabled from the host application When you swipe in at the Series 4000 timeclock the punch information is collected and stored in the first in first out FIFO data queue of the timeclock s memory You use the host application to collect the stored data The host application totals th...

Page 20: ... are not assigned to for simple punching purposes In this case they are considered a non home employee This is where the cross punching feature comes in You enable the cross punching feature in the timeclock s data collection communication feature Modes of Operation The Series 4000 timeclock operates in three modes Each mode has its own set of functions and requires a specially coded badge for acc...

Page 21: ...ck is configured to use departments an employee s time is associated with a single cost center for example shipping medical or engineering If your Series 4000 timeclock is configured to use labor accounts an employee s time can be associated with multiple labor levels Typically when labor accounts are used an employee s time is associated with cost centers that have a hierarchical relationship to ...

Page 22: ...r To allow the timeclock to read the badge successfully users should Hold the badge so that the bar code is positioned on the back left edge Swipe the badge through the reader s slot from top to bottom or bottom to top If the Series 4000 timeclock reads the badge successfully the green LED illuminates and its internal beeper emits a single tone If the timeclock fails to read the badge the amber LE...

Page 23: ...he cursor to a different text field and to scroll through output Numeric keys 0 9 Use to enter numeric data such as personal identification numbers PINs department numbers badge numbers and so on or keys At timeclocks so configured press the and keys to enter positive or negative values to adjust settings such as contrast and volume or keys At timeclocks so configured press the and keys to enter t...

Page 24: ...text box and a flashing cursor If you enter characters in a field that already contains data the existing data is not overwritten it is pushed to the right To remove individual characters position the cursor immediately to the right of the characters and press the Backspace key To clear all characters in a field press the CLR key If you complete a field incorrectly and move to the next field an er...

Page 25: ...Chapter 2 Employee Functions This chapter contains the following sections What Are Employee Functions Performing Employee Functions ...

Page 26: ...fer start activity and end activity With the timeclock in Employee Mode default mode you initiate an employee function by pressing the corresponding soft key The following figure shows a sample Employee Mode screen Review Punches View Punch Status Employee Report View Current Schedule Fri Aug 24 2001 Global message area 2 03 PM View Future Schedule ...

Page 27: ...u can customize the names Note Your timeclock can only perform the following functions after the soft keys have been configured using the host application software Cancel Meal Deduction End Activity Enter Tips Labor Transfer Pay Code Hours Edit Pay Code Money Edit Review Punches Simple Punch Start Activity View All Messages View Current Schedule View Future Schedule View Punch Status View Totals T...

Page 28: ...utomatic deduction for special situations such as when employees work through meals or breaks End Activity Use the End Activity transaction to associate an end time with a specific activity that you just completed Step Display Action 1 Idle screen Press the Cancel Meal Deduction soft key 2 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keyp...

Page 29: ...ess the Enter Tips soft key 2 Enter Tips Type the tip amount and press ENTER 3 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keypad and press ENTER Step Display Action 1 Idle screen Press the Labor Transfer soft key 2 Labor Level x Do one of the following to each labor level Press ENTER to accept the default labor level Press CLR type a ne...

Page 30: ...TER 4 Time work started Type the 4 digit time using 24 hour format then press ENTER 5 Pay Code Do one of the following Press ENTER to accept the default pay code Press CLR type a new pay code and press ENTER 6 Affect OT Do one of the following Press ENTER to accept the default Use the toggle soft keys to select Yes or No and press ENTER 7 Activity Code optional Do one of the following Press ENTER ...

Page 31: ...s ENTER to accept the default date Press CLR type a new date using mm dd yyyy format and press ENTER 4 Time work started Type the 4 digit time using 24 hour format then press ENTER 5 Pay Code Do one of the following Press ENTER to accept the default pay code Press CLR type a new pay code and press ENTER 6 Activity Code optional Do one of the following Press ENTER to accept the default activity cod...

Page 32: ...clock s integral badge reader or by keying in your badge number using the keypad Note You do not need to press any keys prior to keying in your badge number as you had to do with the Series 400 timeclocks Step Display Action 1 Idle screen Press the Review Punches soft key 2 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keypad and press ENT...

Page 33: ...isplay Action 1 Idle screen Press the Start Activity soft key 2 Activity Code Do one of the following Accept the default activity code by pressing ENTER Press CLR type a new activity code and press ENTER 3 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keypad and press ENTER Step Display Action 1 Idle screen Press the View All Messages soft...

Page 34: ...4 different shifts For example if your host application has a 14 day schedule for you and 10 days of that schedule have passed the timeclock displays the schedule for the remaining 4 days Step Display Action 1 Idle screen Press the View Current Schedule soft key 2 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keypad and press ENTER Step Di...

Page 35: ...ction allows you to view accrued information such as vacation time sick time hours worked so far this pay period and so on You use your host application to configure what data you want to be displayed here Step Display Action 1 Idle screen Press the View Punch Status soft key 2 Enter Badge Do one of the following Swipe your badge from top to bottom Type your badge number using the keypad and press...

Page 36: ...Chapter 2 Employee Functions 2 12 ADP Inc ...

Page 37: ...Chapter 3 Supervisor Functions This chapter contains the following sections What Are Supervisor Functions Performing Supervisor Functions ...

Page 38: ...e difference between Supervisor functions and Employee functions is that the Supervisor functions allow you to edit any employee data while the Employee functions allow employees to perform basic administrative tasks on their own Your Series 4000 timeclock can be configured to allow users to perform Employee functions while in Supervisor Mode For more information about Employee functions that can ...

Page 39: ...t keys have been configured using the host application software Add Punch Change Password Delete Punch Display On Off Premise Employees Global Home Employee Restriction Override Global Non Home Employee Restriction Override Pay Code Hours Adjustment Single Home Employee Restriction Override Single Non Home Employee Restriction Override View Employee Information Note You need to be careful about pe...

Page 40: ...idle for 45 seconds without any input from the keypad it automatically exits from Supervisor Mode and returns to Employee Mode Step Display Action 1 Idle screen Do one of the following Swipe your supervisor badge from top to bottom and press ENTER Type in your supervisor badge number using the keypad and press ENTER 2 Supervisor Login Type the password up to 6 digits and press ENTER 3 Supervisor M...

Page 41: ...Midnight 12 00 A M is the first minute of a day This means that 11 59 P M is the last minute of a day You can perform this transaction on more employees for the same punch date and time by entering additional badges after each transaction has been verified and accepted Step Display Action 1 Supervisor Mode screen Press the Add Punch soft key 2 Edit Date Do one of the following Press ENTER to accep...

Page 42: ...ing Swipe the employee badge from top to bottom Type the employee badge number using the keypad and press ENTER Press ESC to end the transaction Step Display Action 1 Supervisor Mode screen Press the Change Password soft key 2 Old Password Type the old password for the badge 3 New Password Type the new password 4 Verify Password Type the new password a second time Step Display Action ...

Page 43: ... transaction has been verified and accepted Step Display Action 1 Supervisor Mode screen Press the Delete Punch soft key 2 Edit Date Do one of the following Press ENTER to accept the default date Type the date over the default date using mm dd yyyy format then press ENTER 3 Edit Time Do one of the following Press ENTER to accept the default time Type the 4 digit time over the default time using 24...

Page 44: ...closes due to a snow storm or power outage This enables employees to punch when they normally would not be able to do so When a Restriction Override is enabled a star icon appears on the timeclock display Step Display Action 1 Supervisor Mode screen Press the Display On Off Premise soft key 2 On Off Premises Press the toggle soft keys to select On or Off and press ENTER Step Display Action 1 Super...

Page 45: ... to do so This is useful when unusual circumstances arise such as allowing employees to punch out early when the company closes due to a snow storm or power outage When a Restriction Override is enabled a star icon appears on the timeclock display Step Display Action 1 Supervisor Mode screen Press the Global Non Home Employee Restriction Override soft key 2 Enable Disable Use the toggle soft keys ...

Page 46: ...r format then press ENTER 5 Pay Code Taken Do one of the following Press ENTER to accept the default pay code Press CLR type a new pay code then press ENTER 6 Pay Code Moved to Do one of the following Press ENTER to accept the default pay code Press CLR type a new pay code then press ENTER 7 Activity Code optional Do one of the following Press ENTER to accept the default activity code Press CLR ty...

Page 47: ...f the time that they are going to need this option for any length of time You can perform this transaction on more employees by swiping additional badges after each transaction has been verified and accepted When a Restriction Override is enabled a star icon appears on the timeclock display Step Display Action 1 Supervisor Mode screen Press the Single Home Employee Restriction Override soft key 2 ...

Page 48: ...tion Use the View Employee Information transaction to display all information for a specific employee such as in out status state working or at break or meal last punch last schedule and so on You use your host application to configure what data you want to be displayed here Step Display Action 1 Supervisor Mode screen Press the Single Non Home Employee Restriction Override soft key 2 Enter Badge ...

Page 49: ...r 4 Maintaining the Timeclock This chapter contains the following sections Maintenance Basics Preventive Maintenance Servicing the Timeclock What Are the Maintenance Functions Performing Maintenance Functions ...

Page 50: ... running diagnostic tests and reports using Maintenance Mode functions Servicing procedures Includes ordering and replacing parts testing the timeclock and performing basic configuration at the timeclock Required Tools You need the following tools to service and maintain the Series 4000 timeclock Screwdrivers Phillips 0 1 2 and straight blade 1 8 inch and 1 4 inch 5 32 security head Allen wrench A...

Page 51: ...ive Components Many assemblies in the Series 4000 timeclock have static sensitive components Static electricity can cause hardware components to fail Use the ADP Field Service Anti Static Kit part number 3600166 001 when handling static sensitive assemblies You can damage components if you do not take the following precautions When handling a static sensitive assembly for any reason first put on t...

Page 52: ...34 001 Badges maintenance 6800133 001 Badges supervisor 9600020 001 Hinge 9000104 001 Hinge screws 2 8601824 001 Internal AC outlet 9600016 001 I O panel 9000151 001 Mounting screws 3 7200200 001 Power cord 6 foot 7200201 001 Power cord 12 inch 8400408 001 Power cord strain relief clip 9100200 001 Power cord strain relief nuts 2 9000203 001 Power cord strain relief screws 2 8900018 001 Security wr...

Page 53: ...To clean the timeclock s case and keyboard 1 Using a soft lint free cloth and a spray bottle of glass cleaner clean the outside of the Series 4000 timeclock s cover and case Do not spray the cleaner inside the timeclock s case When cleaning the timeclock s case spray the cleaner on the cloth do not spray the cleaner directly on the timeclock 2 Clean the polycarbonate lens that covers the timeclock...

Page 54: ...ithium battery is a 3 VDC battery that powers the timeclock s internal real time clock if external power is lost You cannot perform any timeclock operations while the timeclock is operating on lithium battery backup You should replace the lithium battery when it is 3 years old or if the date and time do not reset correctly after a power failure To replace the lithium battery do the following 1 Ope...

Page 55: ...et communications You should replace the backup battery when it is 4 years old When you order a new backup battery you also receive an installation guide Note It takes 24 hours for the Series 4000 timeclock to recharge the backup battery after the backup battery has been completely depleted Running Diagnostic Tests and Reports You can run diagnostic tests and reports to test parts of the timeclock...

Page 56: ...r TLM Representative cannot readily identify the problem with the timeclock See the Returning the Cover Assembly to ADP section on page 4 10 in this chapter for detailed instructions Obtain a replacement part Examples of replacement parts are the transformer backup battery and badge reader cover See the Replacing the Backup Battery Charger Board section on page 4 24 in this chapter for a complete ...

Page 57: ...main board if the backup battery is installed 2 Transformer connection to main board 3 Ethernet connection to main board 4 Backup battery optional 5 Transformer 6 Ethernet cable shown run through the wall and into the timeclock 7 AC power cable 8 Battery charger board if the backup battery is installed 9 Cables for the transformer and battery charger board optional routed to their connection point...

Page 58: ...ly Keypad Keypad membrane Liquid crystal display LCD Using the Host Application Software to Collect Data Before you remove the front cover use your host application software to collect all data If your host application is eTIME you use its data collection timeclock communication feature Commlink application to collect data For more information about this process see the eTIME System Manager Guide ...

Page 59: ...ck s cover by using the security wrench to loosen the security screw on the right side of the timeclock 2 Disconnect the transformer in the timeclock from the AC power source Depending on how you installed the timeclock do one of the following Unplug the power cord from an AC outlet external to the timeclock If the timeclock is mounted over an AC outlet unplug the power cord from that outlet If yo...

Page 60: ... following illustration Transformer cable Backup battery cable if the backup battery is installed Ethernet cable Number Description 1 Disconnecting the transformer from the main board 2 Disconnecting the battery charger board from the main board if you installed the backup battery 3 Disconnecting the Ethernet cable from the main board ...

Page 61: ...cate and remove the two screws on the left side of the base See the following illustration Keep the screws in a safe place 5 While supporting the cover with one hand squeeze the two clips shown in the following illustration to release the hinge clip holding the cover in place ...

Page 62: ...parate the cover from the base Returning the Cover Assembly When you return the cover assembly to ADP for any reason you must use the original ADP carton in which it was shipped Number Description 1 Recessed areas in the base where the hinges were seated ...

Page 63: ...e 4 15 Attaching the Cover Assemby to the Timeclock 1 Release the plastic hinge clip by squeezing the retainers at each hinge position You can squeeze each retainer one at a time or simultaneously until you feel the clip release 2 Rotate the hinge clip to the left ...

Page 64: ...er 4 Maintaining the Timeclock 4 16 ADP Inc 3 Fit the two hinges on the cover into the corresponding areas molded in the base Number Description 1 Recessed areas in the timeclock base for seating the hinges ...

Page 65: ...ge Timeclock User s Guide 4 17 4 Carefully close the cover of the timeclock making sure that the two hinges remain properly seated in place Caution After the cover is closed continue to hold it securely in place as you perform the next step ...

Page 66: ...ing the Timeclock 4 18 ADP Inc 5 Rotate the hinge clip forward until it snaps into place 6 Open the cover and install the two small flat not pointed screws to secure the hinge clip as shown in the following illustration ...

Page 67: ...r cable If necessary refer to the Series 4000 Badge Timeclock Installation Guide that you received with your timeclock When the Series 4000 timeclock is initialized and the Communication Setting screen appears go to Performing Basic Configuration at the Series 4000 Timeclock on page 4 20 to perform basic configuration at the timeclock ...

Page 68: ...plete the following fields with the help of your network administrator Settings Description Device ID Enter an ID number at least six digits for the timeclock The host application uses this number to identify the timeclock IP Address Enter the IP address including the periods assigned to the timeclock by your system administrator Gateway Enter the IP address including the periods of the default de...

Page 69: ...he Series 4000 timeclock the badge has an M on the front To do this hold the badge so that the bar code is positioned on the back left edge and swipe the badge up or down through the reader s slot The Maintenance Mode menu screen appears Fri 17 Aug 2001 2 03 PM Comm Setting Display Setting Audio Setting Symbology Setting Date Time Setting Maintenance Mode 2 03 PM FACTORY DEFAULT Restart More Fri 1...

Page 70: ...n to increase or decrease the degree of difference between light and dark extremes of color on the timeclock s display The minimum value is 16 the maximum value is 22 Brightness Use the and keys indicated at the bottom of the screen to increase and decrease the brightness of the timeclock display Settings Description Beeper volume Use the and keys indicated at the bottom of the screen to increase ...

Page 71: ...te a password that allows access to the Maintenance Mode screen in the future press the More soft key and then the Change Password soft key Complete the following fields 13 Press ENTER to save the password and return to the Maintenance Mode screen 14 Press ESC to exit Maintenance Mode and return to the idle screen Settings Description Old Password Enter the old password if there was one New Passwo...

Page 72: ...on on page 4 10 2 Open the timeclock s cover by using the security wrench to loosen the security screw on the right side of the timeclock 3 To disconnect and remove the battery charger board you must first remove the transformer Do the following a Unplug the transformer from the AC power source If you plugged the timeclock into an external outlet disassemble the strain relief clip at the power cor...

Page 73: ...ansformer c Disconnect the transformer cable from the timeclock s main board d Trace the wire back to the transformer freeing it from the hooks molded into the base of the timeclock Number Description 1 Transformer cable 2 Hooks holding the cable in place 3 Transformer connection to the main board DC power ...

Page 74: ...Chapter 4 Maintaining the Timeclock 4 26 ADP Inc e Lift the transformer from behind the wire clip and out of the timeclock ...

Page 75: ...dge Timeclock User s Guide 4 27 4 Disconnect the battery charger board from the timeclock s main board 5 Trace the wires back to the charger board Number Description 1 Battery charger board cable 2 Charger board connection to the main board ...

Page 76: ...eclock 4 28 ADP Inc 6 Disconnect the battery charger board from the positive and negative terminals of the backup battery Number Description 1 Hooks molded into the base 2 Negative terminal connection 3 Positive terminal connection ...

Page 77: ...he timeclock 8 Unplug the cables from the connectors on the charger board 9 Plug the cables into the connectors on the new charger board Match the ends of each cable with the appropriate pin connector on the charger board 10 Re install the battery charger board into the timeclock 11 Reconnect the wires from the charger board to the battery terminals Mlinst38 ...

Page 78: ...tion the transformer back into place behind the wire clip route the cable back to its connection on the main board and plug in the cable Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board DC power ...

Page 79: ...r source 15 Test the battery backup by watching the amber LED on the front of the Series 4000 timeclock When you remove AC power while the battery backup option is installed the amber LED flashes on and off indicating that the timeclock is being powered by battery When you restore AC power the LED lights continuously Number Description 1 Battery charger board cable 2 Charger board connection to th...

Page 80: ...ata from the timeclock using your host application software For more information see the Using the Host Application Software to Collect Data section in this chapter 2 Open the timeclock s cover by using the security wrench to loosen the security screw on the right side of the timeclock 3 Unplug the transformer from the AC power source If you plugged the timeclock into an external outlet disassembl...

Page 81: ...ct the transformer cable from the timeclock s main board 6 Trace the wire back to the transformer freeing it from the hooks molded into the base of the timeclock Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board DC power ...

Page 82: ...Maintaining the Timeclock 4 34 ADP Inc 7 Lift the transformer from behind the wire clip and out of the timeclock 8 Unplug the AC power cord from the top of the transformer and lay the transformer in a safe place ...

Page 83: ...sformer behind the wire clip in the timeclock b Route the transformer cable to its connection point on the main board and plug the connector in c Plug the transformer back into the AC outlet If you are plugging the timeclock into an external AC outlet route the power cord out of the timeclock and re assemble the strain relief clip to secure the cord 11 Close and lock the timeclock cover using the ...

Page 84: ... If you did not remove the spacers before you installed the Series 4000 timeclock you will need to remove them as explained in Removing the Reader Spacers on page 4 32 1 Open the timeclock s cover by using the security wrench to loosen the security screw on the right side of the timeclock 2 Use a Phillips screwdriver to loosen the two captive screws inside the timeclock cover that hold the badge r...

Page 85: ...7 3 On the outside of the timeclock cover press the two spacers onto the tops of the channels that hold the screws for the reader cover 4 Position the reader cover back into place and tighten the two screws Number Description 1 Badge reader spacers 2 Badge reader cover ...

Page 86: ...k s cover by using the security wrench to loosen the security screw on the right side of the timeclock 2 Use a Phillips screwdriver to loosen the two captive screws inside the timeclock cover that hold the badge reader cover in place Number Description 1 Screws that hold the badge reader cover in place ...

Page 87: ...Servicing the Timeclock Series 4000 Badge Timeclock User s Guide 4 39 3 Position the new reader cover into place and tighten the two screws ...

Page 88: ...st Application Software to Collect Data section in this chapter 2 Open the timeclock s cover by using the security wrench to loosen the security screw on the right side of the timeclock 3 Unplug the transformer from the AC power source If you plugged the timeclock into an external outlet disassemble the strain relief clip at the power cord s point of entry into the timeclock 4 Unplug the power cor...

Page 89: ...ct the transformer cable from the timeclock s main board 6 Trace the wire back to the transformer freeing it from the hooks molded into the base of the timeclock Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board DC power ...

Page 90: ... top of the transformer b Position the transformer behind the wire clip in the timeclock c Route the transformer cable to its connection point on the main board and plug in the connector d Plug the transformer back into the AC outlet If you are plugging the timeclock into an external AC outlet route the power cord out of the timeclock and re assemble the strain relief clip to secure the cord 10 Cl...

Page 91: ...execute the diagnostic tests The diagnostic tests are extremely useful when troubleshooting hardware malfunctions The following figure is a sample of Maintenance Mode Note You can access Maintenance Mode only if you are authorized to use a Maintenance badge at the Series 4000 timeclock Comm Setting Display Setting Audio Setting Symbology Setting Restart Date Time Setting More Fri Aug 24 2001 Maint...

Page 92: ... Setting basic configuration Communication Setting basic configuration Date Time Setting basic configuration Display Setting basic configuration Symbology Setting basic configuration Reports Database Report Device Status Report Ethernet Report File System Report Memory Report Readers Report Diagnostic Tests Badge Test Beeper Test Display Test Keypad Test LED Test Sequential Tests Miscellaneous Cha...

Page 93: ...tting basic configuration section in this chapter To access Maintenance Mode To exit from Maintenance Mode press ESC Note If the timeclock is idle for 45 seconds without any input from the keypad it automatically exits Maintenance Mode and returns to Employee Mode Step Display Action 1 Idle screen Swipe the Maintenance badge from top to bottom 2 Maintenance Login Type the password up to 6 digits a...

Page 94: ...aved when you exit the Beeper Volume field The Beeper Volume soft key is used to test the volume Note These settings are part of the basic configuration of the timeclock You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly Step Display Action 1 Maintenance Mode idle display Press the Audio Setting soft key 2 Beeper Volume 1 14 Pr...

Page 95: ...ata to the host application This field holds up to 15 digits Subnet Mask A number that identifies a subnetwork so that an IP address can be found on a local area network LAN This field holds up to 15 digits Note These settings are part of the basic configuration of the timeclock You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembl...

Page 96: ...eclock You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly Step Display Action 1 Maintenance Mode idle display Press the Date Time Setting soft key 2 Date mm dd yyyy Do one of the following Press ENTER to accept the default date Type the date using mm dd yyyy format and press ENTER 3 Time 24 hour Do one of the following Press EN...

Page 97: ...ese settings are part of the basic configuration of the timeclock You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly Step Display Action 1 Maintenance Mode idle display Press the Display Setting soft key 2 Contrast 16 22 Press the and soft keys to adjust the contrast of the display then press ENTER 3 Brightness 4 16 Press the a...

Page 98: ... Note These settings are part of the basic configuration of the timeclock You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly Step Display Action 1 Maintenance Mode idle display Press the Symbology Setting soft key 2 Code 3 of 9 12 of 5 UPC A UPC E Code 128 EAN 8 EAN 13 Codabar For each of the symbology settings do one of the fo...

Page 99: ...t to display information about the timeclock such as Application version Boot version Comm version OS version Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the Database Report soft key Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the Device Status Report soft k...

Page 100: ...count Remote Faults File System Report Use File System Report to display the amount of space available in the timeclock Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the Ethernet Report soft key Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the File System Repor...

Page 101: ...able RAM Readers Report Use Readers Report to display information about the bar code reader Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the Memory Report soft key Step Display Action 1 Maintenance Mode idle display Press the More soft key twice 2 Maintenance Mode display Press the Readers Report soft key ...

Page 102: ...eeper test is part of the Sequential Tests function on page 4 56 Step Display Action 1 Maintenance Mode idle display Press the More soft key 2 Maintenance Mode display Press the Badge Test soft key 3 Symboloy Badge Data Swipe a badge Step Display Action 1 Maintenance Mode idle display Press the More soft key 2 Maintenance Mode display Press the Beeper Test soft key 3 Start Test Do one of the follo...

Page 103: ...eypad test is not part of the Sequential Tests function on page 4 56 Step Display Action 1 Maintenance Mode idle display Press the More soft key 2 Maintenance Mode display Press the Display Test soft key 3 Start Test Do one of the following Press ENTER to accept the default answer Press the toggle soft keys to select YES or NO and press ENTER Step Display Action 1 Maintenance Mode idle display Pre...

Page 104: ...iagnostic tests The test is finished after sounding two pitches for the Beeper test Note You can run each test included in this Sequential Tests function individually using each test s own maintenance function Step Display Action 1 Maintenance Mode idle display Press the More soft key 2 Maintenance Mode display Press the LED Test soft key 3 Start Test Do one of the following Press ENTER to accept ...

Page 105: ...play Action 1 Maintenance Mode idle display Press the More soft key three times 2 Maintenance Mode display Press the Change Password soft key 2 Old Password Type the old password for the badge 3 New Password Type the new password 4 Verify Password Type the new password a second time Step Display Action 1 Maintenance Mode idle display Press the FACTORY DEFAULT soft key 2 FACTORY DEFAULT Do one of t...

Page 106: ...tions stored in the FIFO collected and uncollected to be deleted Restart Use Restart to restart the Series 4000 timeclock Step Display Action 1 Maintenance Mode idle display Press the More soft key three times 2 Maintenance Mode display Press the Delete All Punches soft key 2 Delete all punches Do one of the following Press ENTER to accept the default answer Press the toggle soft keys to select YE...

Page 107: ...Chapter 5 Upgrading Timeclock Firmware This chapter contains the following section Overview of a Softload Performing a Softload ...

Page 108: ...isplays a message indicating that a softload is in progress All user input is disabled DCM performs a Batch first in first out FIFO command to collect all uncollected punches from the FIFO database before the download process begins Note Before attempting to upgrade the firmware in your Series 4000 timeclock check with your ADP TLM Representative or the customer support section of www adp com for ...

Page 109: ...s the DCM Device Manager application 2 Select Tools Advanced Device Manager 3 Select a device or device group in the left pane of the Advanced Device Manager window 4 Select Device Load Firmware 5 In the Load Firmware Name dialog box do the following a In the File of types textbox select krm b Browse to select the appropriate krm file c Click Open You can view the status of the softload process in...

Page 110: ...Chapter 5 Upgrading Timeclock Firmware 5 4 ADP Inc ...

Page 111: ...of malfunctions that occur while the Series 4000 timeclock is operating It includes the following sections Error Messages Includes descriptions and solutions for all errors that can be displayed at the timeclock Troubleshooting Includes procedures for diagnosing and resolving error conditions communication and operational problems ...

Page 112: ...clock was able to detect that a badge was swiped but the data on the badge could not be decoded into a barcode It is possible that the barcode symbology is disabled Swipe the badge again Enable the barcode symbology if applicable Error 02 1 Unrecognized badge format The timeclock was able to decode the data on the badge but the barcode does not match any of the associated formats The Series 4000 t...

Page 113: ...rmation see Delete All Punches in Chapter 4 on page 4 58 If data was already collected from the timeclock you need to correct the data in the host application Error 05 1 Punch rejected xxx Schedule enforcement logic has determined that the employee cannot punch This error includes a reason xxx for the rejection Values include 101 Schedule enforcement is disabled but a repunch error was detected 10...

Page 114: ...loyee badge while the timeclock is in Supervisor Mode Enable a single or global restriction credit from Supervisor Mode Error 06 1 Valid for home employees only This transaction can only be performed by home employees but the employee badge does not match any of the home employees loaded in the timeclock Perform this transaction with a home employee badge Error 06 2 Unknown home employee The emplo...

Page 115: ...it from Supervisor Mode Error 09 1 Invalid for home employees The employee badge matches a home employee loaded in the timeclock but this transaction can only be performed by non home employees Do one of the following Re enter the badge number Enable a single or global non home restriction override from Supervisor Mode Error 36 1 System cannot save data Contact supervisor An error was detected whe...

Page 116: ...ror 95 1 Password is incorrect An invalid password has been entered for the supervisor or maintenance badge Enter the correct password Other Error Messages Data Error Messages Data error conditions are detected when you enter the data for a step in a transaction These are format and content validation errors The user must correct the rejected data in order to complete the step These messages appea...

Page 117: ...mum length is xx 10 1 Unrecognized barcode 10 2 Use keypad to enter data Transaction Error Conditions Transaction error conditions are detected after you enter all the data for a transaction This is called transaction validation You must correct all of the data in order to complete the transaction The transaction error conditions are 91 2 Complete all fields 92 3 Maximum days in future is xx 92 4 ...

Page 118: ... Mode Database is nearly full Soft Load Mode Supervisor Mode The timeclock is operating in Supervisor Mode Maintenance Mode The timeclock is operating in Maintenance Mode Database is nearly full The timeclock has reached the FIFO Nearly Full condition Using your host application software collect the punches from the timeclock Soft Load Mode The timeclock is operating in Soft Load Mode Text is visi...

Page 119: ...roubleshooting Table Verifying the Integrity of the Network For diagnostic testing refer to What Are the Maintenance Functions on page 4 43 Timeclock Hardware Failures Since error messages do not appear for most hardware failures you must perform some hands on troubleshooting to determine their causes You need the following tools to troubleshoot the Series 4000 timeclock s hardware 0 1 and 2 Phill...

Page 120: ...ies 4000 timeclock s hardware For additional information contact your TLM Representative Symptom Probable Cause Corrective Action The power LED is turned on but nothing appears on the screen Display s cable is not connected to mainboard Make sure cable is connected to the mainboard Display board is malfunctioning Replace the front cover assembly Contact your TLM Representative Mainboard is malfunc...

Page 121: ...Installation Guide No power available to AC outlet Restore power While running on backup battery power the backup battery expired Restore power via AC outlet Poor connection to the main board Check the connections to the main board Bad cable Replace cable Contact your TLM Representative Power supply is bad Replace power supply See Replacing the AC Power Supply transformer in Chapter 4 on page 4 40...

Page 122: ...then contact your TLM Representative Run the Keypad test 1 Access Maintenance Mode 2 Press the More soft key 3 Press the Keypad Test soft key 4 Type various keys on the keypad 5 Note which key or keys fail to work 6 Contact your TLM Representative Lead acid battery failure The battery backup option is improperly installed Reinstall according to specifications Battery backup board battery charging ...

Page 123: ...ng soft key 3 Turn on the appropriate symbology The timeclock is not enabled for the correct badge reader type or company ID code if you are using a code Using Data Collection Manager DCM correct the badge reader and company ID code settings The badge reader may not be working correctly Run the Badge Test test 1 Access Maintenance Mode 2 Press the More soft key to display the test functions 3 Pres...

Page 124: ...ted properly If the connections are secure determine whether the cable is defective by doing the following Check to see if the green communications LED on the Series 4000 timeclock is lit Use the security wrench to unlock and open the cover of the timeclock The green LED is located inside the cover and to the left of the Ethernet connection on the main board Check to see if the green link light on...

Page 125: ...communications cables are routed properly and are securely connected to the timeclock s the host PC and any other ADP equipment that may be installed at the site 2 Inspect the cables Make sure they are properly attached 3 Check wires for any breaks 4 Using a lap top connected to the Series 4000 timeclock s Ethernet external jack PING the host PC If there are any communication problems take appropr...

Page 126: ...Chapter 6 Error Messages and Troubleshooting Procedures 6 16 ADP Inc ...

Page 127: ...4 x 40 FSTN LCD Host communications 10 100 Mbit auto sensing Ethernet CPU Motorola MPC 860DT Memory 16 MB RAM upgradeable to 64 MB 8 MB Flash ability to upgrade to 100 MB Badge Reader Integrated bar code badge reader Battery Backup Optional 12 VDC lead acid battery to provide the timeclock up to two hours of full functioning operation Operating Environment Temperature 0 to 40o Celsius 32 to 104o F...

Page 128: ...urges induced by lightning the local power company or inductive switching transients as tested in accordance with IEEE Standard 587 FCC Meets all Federal Communications Commission FCC requirements for Class A computing device Approvals Underwriter s Laboratories UL Canadian Standards Association CSA ...

Page 129: ...000 and the Series 400 Timeclocks This appendix contains information about the differences between the Series 400 timeclocks and the Series 4000 timeclock This appendix contains the following sections Physical Differences Functional Differences ...

Page 130: ...400 timeclocks Series 4000 Series 400 Display 4 7 1 4 VGA LCD 2 X 20 LCD Configurable soft keys using DCM 14 Employee Mode 14 Supervisor Mode Used command numbers to perform functions Device message length 40 character 20 characters Host communications 10 100 Mbit auto sensing Ethernet N A Memory 16 MB RAM upgradeable to 64 MB 8 MB Flash ability to upgrade to 100 MB 128 kilobytes up to 256 kilobyt...

Page 131: ... in a punch Users enter the badge number only Users press the key before entering the badge number Supervisor functions Supervisor uses soft keys to initiate functions Supervisors enter command numbers to initiate functions Restriction override repunch interval field A 1 interval means a one minute restriction a 2 interval means a two minute restriction and so on A 0 interval means a one minute re...

Page 132: ...Appendix B Differences Between the Series 4000 and the Series 400 Timeclocks B 4 ADP Inc ...

Page 133: ...s 100 megabits per second account transfer Employees hours that are associated with an account other than their home account accrual field Storage area for the total of a type of non productive time that employees can accrue Examples of non productive time are vacation sick and personal time accruals Allow you to track non productive hours that employees accrue over time Examples of non productive...

Page 134: ...at American National Standards Institute ANSI Organization that coordinates a variety of standards activities in the United States and serves as a representative to the ISO and the IEC standard bodies backlight The degree of luminosity brightness of the timeclock s display You set this as part of the local configuration of the timeclock barcode reader A device that reads and interprets bar code sy...

Page 135: ...of the local configuration of the timeclock Ethernet Widely used LAN technology Defined by the IEEE 802 3 specification European Article Numbering EAN The EAN 8 and EAN 13 bar code symbologies that have a character set consisting of the numeric characters 0 through 9 and a check digit FIFO first in first out A storage retrieval method or buffering scheme in which the data that enters the buffer or...

Page 136: ...supervisor adds an employee in the host application the supervisor assigns the employee a home account The employee s worked hours apply to this account unless he or she performs an account transfer when punching in host application The ADP software application for which the timeclock is collecting information You use the host application to update the timeclock with new employee information and c...

Page 137: ...s the need to install an AC outlet in the wall linear imager Hand held scanning device for reading bar codes that you connect to the Series 4000 timeclock s main board labor account Labor accounts also called cost centers are where employees worked hours accrue Each employee is assigned a home account to which his or her hours accrue unless a shift is an account transfer Accounts consist of up to ...

Page 138: ...sword A code used to secure access to device configuration pay code Holds worked hours and tells the host application how to calculate wages for those hours In your system all possible types of hours that employees can work regular overtime premium and so on are set to accrue in the appropriate pay codes to comply with your organization s pay policies You can also set up pay codes to hold money to...

Page 139: ...nd configure features for each timeclock You also use the host application to enter and download information to the timeclock for example employee list labor entry list labor account list security screw Screw on the side of the timeclock used to lock and unlock the timeclock cover You use a security screw wrench supplied with the timeclock to loosen and tighten the screw soft keys Keys on the time...

Page 140: ...smitted over the Internet and received by a TCP layer that reassembles the packets into the original message Internet Protocol IP A protocol that handles the address of each packet so that it gets to the right destination transaction An operation employees perform at the timeclock such as adding a punch and performing a labor account transfer Personnel with supervisor badges can perform the same f...

Page 141: ...saction 4 47 date time setting transaction 4 48 display setting transaction 4 49 performing 4 20 symbology setting 4 50 batteries lead acid 4 7 lithium 4 6 replacing lithium battery 4 6 beeper test transaction 4 54 C cancel meal deduction transaction 2 4 care of the terminal 4 5 change password transactions maintenance badge 4 57 supervisor 3 6 communication setting transaction 4 47 troubleshootin...

Page 142: ...action 4 57 file system report transaction 4 52 functional differences from Series 400 A 3 functions cross punching 1 8 employee 2 2 maintenance 4 46 supervisor 3 2 G gateway 4 20 global restriction override transactions home employee 3 8 non home employee 3 9 H hardware failures 6 9 hours pay code adjustment transaction 3 10 pay code edit transaction 2 6 I interior diagram 4 9 IP address 4 20 K k...

Page 143: ...d acid battery 4 7 about the lithium battery 4 6 cleaning the badge reader 4 5 cleaning the case and keyboard 4 5 cleaning the terminal 4 5 punches add punch transaction 3 5 cross punching 1 8 delete punch transaction 3 7 review punches transaction 2 8 simple punch transaction 2 8 view punch status transaction 2 11 R readers removing the spacers 4 32 report transaction 4 53 replacement parts obtai...

Page 144: ...eypad using 1 12 terminal service 4 8 adjusting width of badge reader slot 4 32 handling static sensitive components 4 3 obtaining replacement parts 4 4 performing basic configuration 4 20 removing cover assembly 4 11 removing the reader spacers 4 32 replacing AC power supply 4 40 replacing backup battery charger board 4 24 replacing badge reader cover 4 38 replacing lithium battery 4 6 replacing ...

Page 145: ...ex 5 status messages 6 8 terminal hardware failures 6 9 transaction error conditions 6 7 transaction error messages 6 2 V view current schedule transaction 2 10 future schedule transaction 2 10 totals transaction 2 11 view all messages transaction 2 9 ...

Page 146: ...Index 6 Kronos Index ...

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