Acroprint Time and Attendance System Manual Download

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Summary of Contents for Time and Attendance System

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Page 2: ...are registered trademarks of Acroprint Time Recorder Company IBM is the registered trademark of International Business Machines Microsoft Windows Windows 95 Windows 98 and Windows NT are registered trademarks of Microsoft Corporation Other product names mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged FCC Radio Frequency Interference Statement US...

Page 3: ...tion 12 3 4 2 Serial printer connection Stand alone Operation Only 12 3 5 Connecting the power cord and securing the access door 13 3 6 Establishing communications between terminal and PC 13 3 7 Time and date 14 4 Setup 15 4 1 Factory settings 16 4 2 Clock rules 16 4 2 1 Pay period 16 4 2 2 Next period start date 16 4 2 3 Max time on clock 16 4 2 4 Daily overtime after 17 4 2 5 Weekly overtime aft...

Page 4: ...upervisors 23 8 Editing punches 24 8 1 Punch editing 24 9 Reports 25 9 1 Print view archive save to disk 25 9 2 Time card report 27 9 3 Hours summary report 28 9 4 Employee profile report 29 9 5 Clock rules report 30 9 6 Who s in who s out report 31 10 Save to disk archiving exporting 32 10 1 Save to disk 32 10 2 Exporting 32 11 Bell schedule 33 12 Programmingterminalwithoutsoftware 34 12 1 Introd...

Page 5: ...intheterminalwhenarrivinganddepartingwork the same as punching IN and OUT on a time clock TheTime Clock terminal needs to be set only once The system offers battery backup in case of power failures Auto Month Date Year advance and AutomaticDaylightSavingschanges At each swipe the employee sees his or her daily and pay period totals on the terminal display The system can handle Weekly Bi Weekly Sem...

Page 6: ...loyees It has a capacity of storing over 21 000 transactions employee punches The chart belowisaguidetothemaximum numberofpunchesallowedwhen 120 EMPLOYEES are assigned on the clock EMPLOYEE EMPLOYEE PAY MAX PUNCHES MAX PUNCHES PERIOD PER PAYPERIOD PER DAY Weekly 7 84 12 Biweekly 14 112 8 Semimonthly 16 128 8 Monthly 31 144 4 Maximum punches are based on employees punching everyday of thepayperiod ...

Page 7: ...of extreme vibration or when placed on an unstable or unlevelsurface 1 5 Data protection employee lockout TheTime andAttendance system is designed to hold two pay periods of data As a safety feature the terminal will not allow employees to punch in on athirdpay period without printing a completed previous HOURS SUMMARY report for ALL EMPLOYEES AFTER the end of the pay period The pay period ends on...

Page 8: ...T Supervisor Badge Identification Badge 0001 CROPRINT Supervisor Badge Identification Badge 0001 CROPRINT Supervisor Badge Identification Badge 0001 CROPRINT Supervisor Badge CROPRI T N 1 6 Unpacking and inspection Open the shipping carton and carefully remove the contents Inspect the Time Clock terminal and accessories for damage Report any damage or shortages to the company from which the unit w...

Page 9: ...stallations 1 StartWindows 2 Choose Start Settings Control Panel 3 Double click theAdd Remove Programs Properties option 4 At the dialog screen choose the Install Uninstall tab 2 Installing Time Attendance PC software Installing Time and Attendance PC software ...

Page 10: ...py disk into the drive and click Next Follow the on screeninstructions Installing Time and Attendance PC software 6 Command line A Setup exe Click Finish 7 Default directory C TSIF click OK if you don t want to change 8 When setup has installed the software click on OK 9 The Read me file may be printed read at the monitor or closed ...

Page 11: ...ws Recommended distance from floor to top of bracket is 54 The bracket has molded wire routing slots and a center hub for securing wires using nylon ties After the bracket is fastened to the wall mount the terminal on to the bracket Complete wiring connections and replace the access door 3 3 Connecting Time Clock terminal to IBM compatible PC 1 Make sure power is off at both theTimeClockterminalan...

Page 12: ...al may be connected directly to an IBM PC compatible printer Reports can be printed without a PC 3 4 1 Parallel printer connection Theterminalcanaccommodateastandardparallelprinter cable available at most computer stores The cable requires a 25 pin connector toTime Clock terminal on one end and a 36 pin Centronics type connector to printer on the other end 3 4 2 Serial printer connection Stand alo...

Page 13: ...erminal and PC In most cases the software will automatically locate the PC serial port If the software does not locate the serial communications port 1 From the PC start theTime andAttendance program 2 Selectthecommunicationsicon thenselectthecorrect communications port and baud rate NOTE The baud rate on the PC must match the baud rate set ontheTimeClockterminal Defaultsettingonthe terminal is 96...

Page 14: ...m the main menu To set time you may scroll up down or you may enter the time in the AM PM format Set month date and year and click on OK With correct communications established the time and date will be sent to the Time Clock terminal Terminal installation ...

Page 15: ...elephone support 1 800 334 7190 Toassistusinansweringyourquestionsorresolvingyourproblem please have the following information available Record serial numbers here for future reference TerminalSerialNumber Availableonoutsideofpackingboxoron the back of the terminal under bracket _______________________ 6 digits with 2 alpha characters PC software interface version Available on outside of packing b...

Page 16: ...ndemployeeprofiles andresetallselections includingdateandtime todefault settings 4 2 Clock rules SelecttheSetupiconfromthemenu 4 2 1 Pay period Thelengthoftimeduringwhichtimeworked totalswillaccumulateforatimecard Select and click on type of pay period 4 2 2 Next period start date The date the NEXT pay period will start Select date Caution Changing date after pay period could result in lockout 4 2...

Page 17: ...timewindowtochangetime 4 2 6 7th Day Overtime When this feature is enabled all hours worked on the seventh consecutive worked day will be promoted to the nexthighestpaylevelprovidedthatthesevenconsecutive days start at the beginning of the first or second week of the weekly or biweekly pay period This feature does not affect weeklyovertimecalculationsandwillnotoverrideweekly overtimethresholds The...

Page 18: ... print reports Options include None Serial or Parallel When using the PC interface select type None May be used to print reports from terminal when using interface 4 2 11 Date format Select one of six date formats i e DDMMYY 2 digit date month year 4 2 12 Time totals format YoumayselectemployeestotalhourstoprintinMinutes half past the hour 30 or Hundredths half past the hour 50 4 2 13 Time of day ...

Page 19: ...ween 1 and 12 shifts Click on box to enable shift rules 5 3 Shift start time The time of day employees would normally start work To select time scroll up down or enter in either theAM PM format 5 00 PM ormilitaryformat 17 00 5 4 Shift round start Theminutesbefore thestarttimeduringwhichemployeepunches will be treated as if they occurred exactly on the start time A15 minute round would allow an emp...

Page 20: ...eated as they occurred exactly on the stop time A 15 minute round would allow an employee punch at 5 15 PM to be treated as a 5 00 PM punch 5 9 Shift grace stop The minutes before the stop time which employee punches are treated as if they occurred exactly on the stop time Caution A 3 minute Grace on a 5 00 PM stop time would allow employees to punch out at 4 57 PM and be treated as a 5 00 PM punc...

Page 21: ...ch Duration is 60 minutes and employee punches out at 12 01 PM and punches back in at 12 55 PM 54 minutes one hour will be deducted for lunch 5 15 Auto lunch deduct after Automatic Lunch deduct Enter the number of hours and minutes following an IN punch that the system will deduct for lunch The lunch duration will then be subtracted from the time worked totals An employee IN punch at 8 00 AM and a...

Page 22: ... to be sorted by last name 6 2 Badge Enter 4 digit badge number see Badge assigned to employee 6 3 Number You may enter up to a 9 digit employee number not required 6 4 Shift can be used as departments Enter Shift number assigned Note Employee time totals will be calculated based on these shift rules Hint Shifts can also be used to define department numbers Shift 1 could be used as department 1 as...

Page 23: ...oyee badge designated as a supervisor badge has been deleted it may be used as an employee badge To assign additional supervisor badges follow the procedure described below 7 1 Supervisors To designate an employee badge as a supervisor s badge or to delete the employee badge from supervisor status click on the Supervisors icon in the main menu To add a supervisor badge click on Insert and assign t...

Page 24: ...ing on the Details button in the punch editor will show the system calculations of hours worked 8 1 Punch editing At the main menu click on Punch Editing In the Punch Editor screen select the employee to edit Click on the Pay Period current or previous To add a punch click on Insert Enter time in either AM PM format 5 00 PM or military format 17 00 Enter date as needed Next to punch the word Inser...

Page 25: ... period Failuretodosowillresultinemployeesattempting to punch in on a third pay period being locked out of the clock This is a safety feature to avoid loss or tampering of unreported data 2 Select Report Output 1 TimeClockPrinter Thisistheprinterconnecteddirectlyto theterminalforstand aloneoperation 2 Print Manager To print reports selected from printer connected to the PC 3 PC screen If you wish ...

Page 26: ...lows you to select reports sorted by Name Badge Number EmployeeNumberorbyShift 6 Click on the button in the upper right hand corner of the report screento Report Output Button TimeClockPrinter Send PrintManager Print PC Screen View ASCII File Create Reports ...

Page 27: ...es of any employees who have missed a punch TIME CARDS SELECTED EMPLOYEES 2 15 01 10 46 AM PAGE 1 T I M ADAMS LINDA 000000121 SHIFT 01 PAY PERIOD ENDING 2 11 01 E PUNCH DATE TIME IN OUT HOURS DAY TOTAL WEEK TOTAL C A MON FEB 5 8 00AM IN R MON FEB 5 12 00PM OUT 4 00 D MON FEB 5 1 00PM IN S MON FEB 5 5 00PM ___OUT 4 00 MON 8 00 TUE FEB 6 7 45AM IN TUE FEB 6 12 45PM OUT 5 00 TUE FEB 6 1 15PM IN TUE F...

Page 28: ... 00 M JONES CAROL 000000207 0006 02 40 00 0 00 0 00 A MARTIN LARRY 000000213 0011 01 32 00 0 00 0 00 R SMITH ROBERT 000000189 0032 01 40 00 2 00 0 00 Y TAYLOR ROBERT 000000151 0023 03 40 00 0 00 0 00 THOMAS KATHERI 000000100 0002 01 32 00 0 00 0 00 TUCKER DONALD 000000202 0016 03 40 00 0 00 0 00 2 WEBSTER BETTY 000000175 0003 01 40 00 0 00 0 00 WILLIAMS MARTI 000000110 0007 01 36 00 0 00 0 00 1 WI...

Page 29: ...LIS STEVEN 000000176 0015 02 I JOHNSON JAMES 000000160 0017 03 L JONES CAROL 000000207 0006 02 E MARTIN LARRY 000000213 0011 01 S SMITH ROBERT 000000189 0032 01 TAYLOR ROBERT 000000151 0023 03 THOMAS KATHERI 000000100 0002 01 TUCKER DONALD 000000202 0016 03 2 WEBSTER BETTY 000000175 0003 01 WILLIAMS MARTI 000000110 0007 01 1 WILSON MELVIN 000000182 0012 02 5 TOTAL EMPLOYEES 12 12 0 1 SYSTEM INFORM...

Page 30: ...ERVISOR BADGES ASSIGNED 0 1 SHIFT RULES SHIFT 1 SHIFT 2 SHIFT 3 1 2 SHIFT RULES DISABLED DISABLED DISABLED START TIME 2 ROUND 4 GRACE DOCK P STOP TIME M ROUND GRACE DOCK LUNCH RULES DISABLED DISABLED DISABLED START TIME STOP TIME DURATION AUTO AFTER CLOCK RULES 2 15 01 12 24 PM PAGE 2 C L O SHIFT RULES CONT C K SHIFT 4 SHIFT 5 SHIFT 6 R SHIFT RULES DISABLED DISABLED DISABLED U LUNCH RULES DISABLED...

Page 31: ...UT SELECTED EMPLOYEES 2 15 01 8 22 AM PAGE 1 I N SHIFT 1 O U IN OUT T ADAMS LINDA THOMAS KATHERI MARTIN LARRY WEBSTER BETTY SMITH ROBERT WILLIAMS MARTI SHIFT 2 IN OUT ELLIS STEVEN JONES CAROL 2 WILSON MELVIN SHIFT 3 1 5 IN OUT 0 JOHNSON JAMES 1 TAYLOR ROBERT TUCKER DONALD TOTAL EMPLOYEES 12 12 5 IN 8 7 OUT 2 2 A M END IN OUT SELECTED EMPLOYEES Reports ...

Page 32: ...theReport you wish to save Under Report Output select ASCII File Then select Employees Pay Period and Sort By preference Click on Create At the SaveAs screen enter a File Name and select a drive Click on OK 10 2 Exporting To export data click on the Export icon at the main menu At the Data Export screen select output format Choosing one of the national payroll processors will put data in the forma...

Page 33: ...gnal times with individual durations from 1 to 25 5 seconds and individual day of the week selection An optional external signal buzzer is available for office environments See Appendix D Optional bells horns may require relay box Call Acroprint for details 11 Bell schedule Bell schedule ...

Page 34: ...r after a function has been selected The ARROW keys can still be used but the Time Clock terminal provides the convenience of a numerical pad If prompted for a Badge Number or to select an employee the option of swiping the badge may be used After a critical function or data has been entered an ENTER TO CONFIRM prompt is used to protect against unwanted entries Typically the Time Clock terminal wi...

Page 35: ...EE MAIN MENU REPORTS ADD EDIT EMPLOYEE EDIT TIME TOTALS EDIT SHIFT RULES SUPERVISOR CARDS TIME AND DATE SETUP TEST FEATURES TEST FEATURES SELECT A TASK BADGE READER TEST DISPLAY TEST KEYBOARD TEST AUDIO TEST PRINTER TEST BELL TEST REPORT SUBMITTED SELECT PAY PERIOD CURRENT PREVIOUS SELECT REPORT FILTER ALL EMPLOYEES INDIVIDUAL SHIFT SELECT A SHIFT INDIVIDUAL EMPLOYEE SELECT AN EMPLOYEE Programming...

Page 36: ...VERTIME 1 CURRENT OVERTIME 2 PREVIOUS REGULAR HRS PREVIOUS OVERTIME 1 PREVIOUS OVERTIME 2 ENTER BADGE NUMBER EMPLOYEE NAME EMPLOYEE NUMBER SHIFT NUMBER SELECT AN EMPLOYEE EMPLOYEE NAME SELECT AN EMPLOYEE EMPLOYEE NAME SUPERVISOR CARDS SELECT A TASK ADD SUPERVISOR BADGE DELETE A SUPERVISOR ENTER BADGE NUMBER Programming the Time Clock terminal manually ...

Page 37: ...E TOTALS FORMAT MINUTES HUNDREDTHS SELECT A SHIFT SHIFT RULES DISABLED SHIFT RULES ENABLED SHIFT START TIME SHIFT START ROUND SHIFT START GRACE SHIFT START DOCK SHIFT STOP TIME SHIFT STOP ROUND SHIFT STOP GRACE SHIFT STOP DOCK SHIFT LUNCH RULES DISABLED SHIFT LUNCH RULES ENABLED LUNCH WINDOW BEGIN LUNCH WINDOW END LUNCH DURATION AUTO LUNCH AFTER EDIT SHIFT RULES Programming the Time Clock terminal...

Page 38: ...PERIOD START DAY CHANGE OFFSET ENTER TIME OFFSET OVERTIME RULES 1ST DAILY OT AFTER 1ST WEEKLY OT AFTER 2ND DAILY OT AFTER 2ND WEEKLY OT AFTER 7TH DAY OVERTIME DISABLED DAYLIGHT SAVINGS ENABLED DAYLIGHT SAVE START DAYLIGHT SAVINGS END DISABLED SETUP PRINTER SELECT PRINTER TYPE PARALLEL SERIAL NONE COMM PORT BAUD RATE SELECT BAUD RATE 19200 38400 300 600 1200 2400 4800 9600 REMOVE ALL PUNCHES REINIT...

Page 39: ...number that is swiped through the slot This test may help identify a defective badge Display The display will scroll through the various characters Keyboard The display will show which key is being pushed Press clear twice to end the test Audio The internal speaker will beep at graduated frequencies for this test Printer Outputs a patterned character string to the printer Bell This test will ring ...

Page 40: ...ndicated Reenter data according to the rules applied to the indicated field Error A Report Error Has Occurred Reason An error occurred while attempting to execute a report Check printer and printer connections Error Cannot Export Data The following employee has an incomplete time card Name Badge Number Reason Incomplete time card data Correct all missing punches and make sure all employees have co...

Page 41: ...rror Creating Opening File File Name Reason Check and reenter valid file name Error Next Pay Period Date exceeds limit of Pay Period length Reason Specified Start of Next Pay Period beyond parameters Reenter valid date Error No employees have been Define Selected Reason An attempt to execute an employee based report without employee s being defined or selected Define or select employees and try ag...

Page 42: ...ended length and to specifications Check that cable is not coiled or running through switches over fluorescent lights or other sources of electromagnetic noise 3 Try a slower baud rate Terminal baud rate can be accessed using the Supervisor s badge Then change baud rate in the PC program to match the terminal 4 Check for IRQ Interrupt request line conflicts on the PC Make sure the number assigned ...

Page 43: ...hat setting Disable the conflicting device to determine if it is causing a problem Rearrange settings used by another device or devices to free a setting needed by the device with the conflict Change jumpers on your hardware to match the new settings NOTE If the device uses hardware jumpers or switches to change settings and you use Device Manager to change the settings you must also change the se...

Page 44: ...n attempt was made to modify a setting to an invalid value CAN T COMPLETE TASK BADGE NOT FOUND The badge number is not entered on the clock CAN T COMPLETE TASK BADGE NOT ON FILE The badge number is not entered on the clock as either an employee or a supervisor CAN T COMPLETE TASK DATE OUT OF RANGE The pay period start date must be beyond the current date and time set on the clock and it must be wi...

Page 45: ...period start day must be between 1 28 For semimonthly pay periods the two pay period start days must be between 1 28 The second day must be greater than the first CAN T COMPLETE TASK INVALID ELAPSED TIME 1 Max time on the clock lunch after and daily overtime thresholds must be in the range of 0 5999 minutes 2 Weekly overtime thresholds must be in the range of 0 29 999 minutes 3 Edit time totals mu...

Page 46: ...eporting previous pay period data will not correct the problem because the old pay period is not old enough to dump or is already empty CAN T COMPLETE TASK NO EMPLOYEES DEFINED 1 Edit employee delete employee or edit time totals selected when there are no employees on clock 2 Submitting a report for individual employees when there are no employees on the clock CAN T COMPLETE TASK NO SUPERVISOR BAD...

Page 47: ...RYSTAL RTCTEST FAIL HANDSHAKE INT The real time clock and the crystal are tested by comparing them against each other This indicates a failure in the test DATA MAY BE CORRUPT PRESS A KEY This is caused by a power failure while writing to the database Print all reports if possible Reinitialize the system if required DATABASE ACCESS ERROR An internal database access error occurred LOCKED OUT REPORT ...

Page 48: ...e RAM test ROM MEMORY TEST FAIL DATA A data error occurred during the EPROM test REPORT OUTPUT ERROR DEVICE PARALLEL An error was detected while printing to the parallel port REPORT OUTPUT ERROR DEVICE SERIAL An error was detected while printing to the serial port REPORT TIMEOUT ERROR No activity was detected on the port for an extended period of time TRY AGAIN PLEASE Errant badge read TRY AGAIN P...

Page 49: ...49 Appendix B Error messages at Time Clock terminal UNRECOVERABLE ERROR PRESS A KEY Catastrophic database error notification The system will perform a system initialization ...

Page 50: ...ummaryreportdenotingamissedpunch 2 Q Is theTime Clock terminal year 2000 compatible A Yes 3 Q How do my employees know they are punched in without a timecard A TheTimeClockterminaldisplaystheemployeename typeof punch In or Out and hours worked at each swipe punch of the employee s badge 4 Q Howisovertimehandledonasemimonthlyormonthlypay period A Dailyovertimelimitscanbesetonsemimonthlyormonthlypay...

Page 51: ... work The terminal will read only the last four digits of your current badges i e 0006563 Range 0001 to 9999 2 Q Can I order badges numbered from 150 to 200 A Extra badges are available in standard packs Nos 26 50 Nos 51 to 100 and Nos 101 to 151 Special badges may be ordered Check with customer service for pricing and availabil ity SAVE TO DISK ARCHIVINGAND EXPORTING 1 Q Can I archive or save dat...

Page 52: ...mationabouttheservice TheTimeand Attendance PC software is required to export CONNECTIONS 1 Q I want to connect theTime Clock terminal directly to a printer What type of printer do I need A TheTime Clock terminal can support a serial or parallel printer The parallel printer should be a IBM PC or a PC compatible printer Theprintercable notincludedwithsystem isa standard parallel printer cable with ...

Page 53: ...ummary report for all employees 2 Q Myemployeescannotpunchin thedisplayreads MemoryFull Report Old Data 1st I deleted hours and employees and it still won tallowemployeestopunch A Hours Summary report MUST be run Deleting employees and data does not remove records from this file 3 Q When I try to print reports I get the message No printer response A Checkthattheprinterisconfiguredtocommunicatewith...

Page 54: ...i W t n e m e e r g A t r o p p u s e n o h p e l e t d e t i m i l n U r e p d e l l i b e r a s l l a c s y a d 0 3 r e t f A t n e d i c n i n o i s r e v d n a e r a w t f o s e e r F s e d a r g p u e r a w t f o s e s a h c r u p t s u m u o Y s e d a r g p u t a k c o l c e g n a h c x e r o r i a p e r e W Y T I R O I R P E G R A H C O N S U T A T S l l i w u o y d o i r e p y t n a r r a ...

Page 55: ... by the Time Clock terminal no other connections required however the PC Interface Software is necessary to program signal times Ideal for quiet office Battery Back Up UPS 74 0105 000 Contact the Acroprint distributor from which you purchased this product to see if companion products are offered You may purchase directly from Acroprint using your Visa or MasterCard Sorry no COD s Allows terminal t...

Page 56: ...nternational Business Machines Time Plus is a registered trademark of Time Plus Inc ADP is a registered trademark of Automatic Data Processing Inc Paylink is a registered trademark of PayChex All other trademarks are the property of their respective holders 5640 Departure Drive Raleigh NC 27616 Phone 919 872 5800 IN USA 800 334 7190 Fax 919 850 0720 www acroprint com ...

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