Acroprint Time and Attendance System Manual
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Acroprint Time and Attendance System Manual

Time clock terminal
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  • Page 2 This manual is a confidential proprietary document solely for the use of Acroprint Time Recorder customers. Material in this manual is subject to change without notice and does not represent an obligation on the part of Acroprint Time Recorder. No part of this manual may be reproduced or transmitted in any form by any means without the express written permission of Acroprint Time Recorder.

  • Page 3: Table Of Contents

    Table of contents 1. Introduction ................5 Product overview .................. 5 Minimum system requirements ............. 6 Employee punch capacity ..............6 Site requirements .................. 7 Data protection (employee lockout) ............. 7 Unpacking and inspection ..............8 2. Installing Time & Attendance PC software ......9 PC Software for Windows 95/98/NT/2000 workstations installations ...
  • Page 4 Shift grace start ................... 19 Shift dock start ..................20 Shift stop time ..................20 Shift round stop .................. 20 Shift grace stop ................... 20 5.10 Shift dock stop ..................20 5.11 Lunch rules enable ................21 5.12 Lunch start time .................. 21 5.13 Lunch end ...................

  • Page 5: Introduction

    1.1 Product overview The “Time and Attendance System of tomorrow” The Time and Attendance system is designed for small businesses to make payroll processing easy and accurate. This microprocessor based clock uses magnetically encoded badges to record employee times. The system can handle up to 120 employees.

  • Page 6: Minimum System Requirements

    PC Software offers On-line Help for quick assistance and answers to your questions. 1.2 Minimum system requirements • IBM PC compatible computer, Pentium or higher processor with a minimum of 4 MB of RAM • Microsoft Windows 95, Windows 98, Windows 2000 or Windows NT Workstations •...

  • Page 7: Site Requirements

    1.5 Data protection (employee lockout) The Time and Attendance system is designed to hold two pay periods of data. As a safety feature, the terminal will not allow employees to “punch” in on a third pay period without printing a completed previous HOURS SUMMARY report for ALL EMPLOYEES AFTER the end of the pay period.

  • Page 8: 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 was purchased. IMPORTANT: Complete the registration card and return it to Acroprint to ensure warranty registration. Power Cable User...

  • Page 9: Installing Time & Attendance Pc Software

    2. Installing Time & Attendance PC software 2.1 PC Software for Windows 95/98/NT/2000 workstations installations 1. Start Windows. 2. Choose Start > Settings > Control Panel. 3. Double-click the Add/Remove Programs Properties option. 4. At the dialog screen choose the Install/Uninstall tab. Installing Time and Attendance PC software...
  • Page 10 5. Click Install. At the dialog screen titled “Install Program from Floppy Disk or CD-ROM” insert the 3½" Time and Attendance PC Software floppy disk into the drive and click Next. Follow the on- screen instructions. 6. Command line: A:\Setup.exe, Click “Finish” 7.

  • Page 11: Terminal Installation

    3. Terminal installation 3.1 Electrical connections Wiring connections for power, PC interface or printer (stand-alone mode) and mounting bracket can be located by removing the terminal's access door. Access Door 3.2 Terminal mounting The Time Clock terminal is supplied with a reversible bracket on back of the unit for desk or wall mounting.

  • Page 12: Printer Connections (Stand-Alone Operation Or With Additional Printer)

    36-pin Centronics type connector (to printer) on the other end. 3.4.2 Serial printer connection (Stand-alone Operation Only) The serial printer cable is unique due to the phone jack interface to the RS 232 port. Contact Acroprint to order this cable. Terminal installation...

  • Page 13: Connecting The Power Cord And Securing The Access Door

    3.5 Connecting the power cord and securing the access door Plug in the power cord coming from the wall mount transformer into the Time Clock terminal. To reattach the access door and secure the unit to the reversible bracket, screw on the lower front panel of the unit to tighten the access door.

  • Page 14: Time And Date

    3.7 Time and date Select the Time and Date icon from 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.

  • Page 15: Setup

    4. Setup Setup is the set of instructions telling the Time and Attendance system how to calculate employee’s hours. These “Clock Rules” along with the “Shift Rules” will be used to calculate employee’s time worked. The Time and Attendance Software for Windows provides on-line ®...

  • Page 16: Factory Settings

    4.1 Factory settings The Clock Rules report initially contains the default factory settings on the Time Clock terminal. It is recommended that you print this report. To Print: select the report icon; under reports select Clock Rules and under report output, print manager.

  • Page 17: Daily Overtime After

    4.2.4 Daily overtime after The amount of time worked in a day, after which, overtime will begin to accumulate. Note: Leave at the default setting, 24 hours if you pay overtime based on a weekly setting only (i.e. 40 hours). Daily overtime may be set to 2 levels (i.e. 8:00 and 12:00).

  • Page 18: Daylight Savings Time

    4.2.9 Daylight savings time If enabled, the system will automatically assign the first Sunday in April and the last Sunday in October as beginning and ending dates of daylight savings. This will occur each year without resetting. Time change will occur at 2:00 AM on these dates.

  • Page 19: Shift Rules

    Employees worked time will be calculated based on the “Clock Rules” and the rules of the “Shift” the employee is assigned. The Time and Attendance system allows for 12 shifts or different schedules. Note: When using “Round,” “Grace,” and “Dock” features actual punched time will always be shown on time card.

  • Page 20: Shift Dock Start

    5.6 Shift dock start The minutes the employee will lose from time work totals if punched in after the “Start Time” plus Grace, if used. (i.e. 8:00 AM start, 3 minute grace, 15 minute dock, employee punch at 8:04 AM would be treated as a 8:15 punch.) 5.7 Shift stop time The time of day the employee would normally stop work.

  • Page 21: Lunch Rules Enable

    5.11 Lunch rules enable Click on button to set lunch rules. 5.12 Lunch start time The earliest time of day an employee can punch out for lunch. 5.13 Lunch end The latest time of day at which an employee should punch back in from lunch.

  • Page 22: Entering Employees Into System

    6. Entering employees into system From the main menu select “Employee Profiles” icon. To enter an employee, click on “Insert.” 6.1 Name At the “Insert Employee” screen enter employee’s name. Employee name field has 21 characters including spaces. Note: Enter employee’s last name first if reports are to be sorted by last name.

  • Page 23: Supervisor's Badges

    7. Supervisor’s badges Supervisor’s badges are used to access setup information and reports at the Time Clock terminal. The system includes two Supervisor’s badges. Supervisor’s badges will not allow access to the “Punch Editing,” the “Bell” program or “Data Export” features. These can only be accessed through the PC Interface software.

  • Page 24: Editing Punches

    8. Editing punches The Time and Attendance system allows you to edit employee punches in the current or the previous pay periods. Punches may be added or deleted. Employees who missed “punching” times can be added so that the system will calculate total hours worked. Punches outside of the shift parameter will be noted with an exclamation mark (!).

  • Page 25: Reports

    Who’s In, Who’s Out Employee Profiles Clock Rules NOTE: The Time and Attendance system is designed to hold two pay periods of data. A completed Hours Summary report for all employees must be printed after the end of the pay period.
  • Page 26 4. Select Pay Period: Current or Previous 5. Sort By: Allows you to select reports sorted by Name, Badge Number, Employee Number or by Shift. 6. Click on the button in the upper right hand corner of the report screen to: Report Output Button Time Clock Printer...

  • Page 27: Time Card Report

    9.2 Time card report The Time Card report is a listing by employee of all IN-OUT punches along with hours worked totals. This may be for the current or previous pay period. The report may be for one employee, employees on a specific shift, or for all employees. When a Time Card report has punch times with an “!”...

  • Page 28: Hours Summary Report

    9.3 Hours summary report The Hours Summary report list hours worked totals by regular and overtime hours. This may be for an individual employee, a specific shift, or all employees; for the current or previous pay period. If an employee has a missed punch, the HOURS SUMMARY TOTAL will be noted with an * .

  • Page 29: Employee Profile Report

    9.4 Employee profile report The Employee Profile report lists All employees who have been programmed into the system with their assigned employee number, badge number and shift number. EMP PROFILES : ALL EMPLOYEES 2/15/01 9:30 AM PAGE ============================================================================ EMPLOYEES: NAME NUMBER BADGE SHIFT ----------------- --------- ----- -----...

  • Page 30: Clock Rules Report

    9.5 Clock rules report The Clock Rules report lists ALL of the programmed setup, shift, and lunch rules. CLOCK RULES 2/15/01 12:24 PM PAGE ============================================================================ CLOCK RULES: MAX TIME ON CLOCK 12:00 HOURS PAY INTERVAL-ROUND 01 MINUTES PAY PERIOD WEEKLY NEXT PAY PERIOD START DATE 2/19/01 DAY CHANGE TIME...

  • Page 31: Who's In, Who's Out Report

    9.6 Who's in, who's out report The Who’s In, Who’s Out report lists all employees or a specific shift of names by who is punched IN or punched OUT. IN/OUT : SELECTED EMPLOYEES 2/15/01 8:22 AM PAGE ============================================================================ SHIFT 1: ------------------------ ------------------------ ADAMS, LINDA...

  • Page 32: Save To Disk, Archiving, & Exporting

    10. Save to disk, archiving, & exporting The Time and Attendance system allows you to save pay period data to disk eliminating the need to keep hard copies. A generic ASCII export file can be created to export to other programs.

  • Page 33: Bell Schedule

    11. Bell schedule The Time and Attendance system includes a signal schedule allowing for 24 program signal 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.

  • Page 34: Programming Terminal Without Software

    12. Programming terminal without software 12.1 Introduction The Time Clock terminal is primarily self-prompting to supervisors. The Main Menu is activated by swiping a Supervisor Badge. The headings for each group on the next four pages are the choices which appear in the Main Menu. The menu key (either up or down) is used to reach the menu subject desired.

  • Page 35: Supervisor's Menu Map

    12.2 Supervisor’s menu map MAIN MENU TEST FEATURES REPORTS SELECT A TASK ADD/EDIT EMPLOYEE BADGE READER TEST EDIT TIME TOTALS DISPLAY TEST EDIT SHIFT RULES KEYBOARD TEST SUPERVISOR CARDS AUDIO TEST TIME AND DATE PRINTER TEST SETUP BELL TEST TEST FEATURES REPORTS SELECT A REPORT HOURS SUMMARY...
  • Page 36 ADD/EDIT EMPLOYEE SELECT A TASK ENTER BADGE NUMBER ADD AN EMPLOYEE EMPLOYEE NAME SELECT AN EMPLOYEE EMPLOYEE NUMBER EDIT AN EMPLOYEE {EMPLOYEE NAME} SHIFT NUMBER DELETE AN EMPLOYEE SELECT AN EMPLOYEE {EMPLOYEE NAME} EDIT TIME TOTALS SELECT AN EMPLOYEE CURRENT REGULAR HRS CURRENT OVERTIME 1 CURRENT OVERTIME 2 PREVIOUS REGULAR HRS...
  • Page 37 EDIT SHIFT RULES 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...
  • Page 38 SETUP MAX TIME ON CLOCK ENTER ELAPSED TIME PAY INTERVAL ROUND SELECT PAY INTERVAL 1 MINUTE(S) 5 MINUTE(S) 6 MINUTE(S) 10 MINUTE(S) 15 MINUTE(S) PAY PERIOD LENGTH SELECT PAY PERIOD WEEK PAY PERIOD TWO WEEK PAY PERIOD SEMIMONTHLY PERIOD MONTHLY PAY PERIOD PAY PERIOD START DAY CHANGE OFFSET ENTER TIME OFFSET...

  • Page 39: Terminal Diagnostics

    12.3 Terminal diagnostics The Time Clock terminal has a self-testing feature. The badge reader, display, keyboard audio, printer and bell program can be tested using a Supervisor’s badge. At the terminal: 1) Swipe the Supervisor badge. 2) Scroll up/down to “Test Features.” 3) Press ENTER.

  • Page 40: Appendix A - Error Messages At Pc Monitor

    Appendix A — Error messages at PC monitor Error: A change has occurred in the Primary database..Reason: Database changed since PC last communicated with the terminal. Punches may have occurred or supervisor changes may have been made at the terminal. New data must be reloaded at the PC.
  • Page 41 Error: Error Messages regarding: <Clearing> <Cummunicating> <Deleting> <Inserting> <Loading> <Marking> <Updating> <Clock Terminal not responding> Reason: Error occurred in communication between the PC and terminal: 1) Try again. 2) Check connections between PC and terminal. 3) Insure communications cable does not exceed recommended length, in specifications, located away from other wiring and is not coiled.
  • Page 42 Time C lock terminal COM port is not the same used on other ports. NOTE: If you are uncertain about changing system settings, please consult a computer technician. Acroprint DOES NOT support operating system software and provides this information only for your convenience.
  • Page 43 To check if an IRQ conflict on the COM port supporting the Time C lock terminal exists on your computer you can run a Resource Summary Report: Windows 95: a) Under “My Computer” icon click on “Control Panel” b) Click on the “System” icon. c) Click on tab “Device Manager.”...

  • Page 44: Appendix B - Error Messages At Terminal

    Appendix B — Error messages at terminal These are error messages you may encounter while using the clock. BADGE OUT OF RANGE The badge number is not 1-9999 or one of the three special supervisor badges. BADGE READER TEST INVALID DATA Errant badge read during badge reader test.
  • Page 45 CAN’T COMPLETE TASK INVALID BADGE Attempting to add/delete a supervisor or employee badge that is outside of the acceptable badge number range (1-9999). CAN’T COMPLETE TASK INVALID DATE 1. An invalid date was entered by the users. An example of an invalid date is Feb.
  • Page 46 CAN’T COMPLETE TASK INVALID NUMBER Attempting to add an employee number to the clock that is outside of the acceptable range (0-999999999). CAN’T COMPLETE TASK INVALID SHIFT Attempting to set a shift number that is outside of the acceptable range (1-12).
  • Page 47 CAN’T COMPLETE TASK SELECT_PRINTER_TYPE Generating a report when printer type is none. CAN’T COMPLETE TASK SUPERVISOR FOUND Attempting to add a supervisor or employee badge to the clock that is already programmed as a supervisor’s badge. CAN’T COMPLETE TASK TOO MANY WAITING Attempted to submit a report when the report queue is full.
  • Page 48 MEMORY FULL REPORT OLD DATA 1ST Employee cannot clock in/out. Reporting previous pay period will allow the clock to dump that data and free up memory. PC COMM ERROR DEVICE=SERIAL An error occurred when passing information between the PC and the Time Clock terminal.
  • Page 49 UNRECOVERABLE ERROR PRESS A KEY Catastrophic database error notification. The system will perform a system initialization. Appendix B — Error messages at Time C lock terminal...

  • Page 50: Appendix C - Faq's

    Appendix C — FA Q ’S FAQ’S — Frequently Asked Questions GENERAL INFORMATION 1. Q. What happens if one of my employees forgets to punch out? A. The word “Missed” will appear in place of the out punch on the time card.
  • Page 51 6. Q. What is the total number of Supervisors I can assign? A. You may have a total of 10 Supervisors. The System includes two Supervisor’s badges. However, you can use employees badges and assign them as Supervisor badges. These badges cannot be used as employee badges while assigned as Supervisor.
  • Page 52 25-pin connector and a 36-pin Centronics-type connector. For serial cable information contact Acroprint. 2. Q. Can I use two terminals with the software? A. No. The software supports only one terminal and is not designed for a LAN environment.

  • Page 53: Troubleshooting

    3. Q. The Time Clock terminal comes with 50' of cable to connect to my computer. Can I get a longer cable? A. Acroprint offers an optional 100 feet low impedance cable. This cable is terminated at both ends and inspected to assure proper operation.

  • Page 54: Appendix D - Support Agreement

    Appendix D — Support agreement Acroprint offers a hassle-free support agreement for your peace of mind. You can call our support department for more details and pricing on this support plan. r e t s l l l l i...

  • Page 55: Appendix E - Companion Products

    Appendix E — Companion products 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. Description/Illustration Part Number 40 Pocket Badge Rack (Plastic)
  • Page 56 5640 Departure Drive • Raleigh, NC 27616 Phone: 919.872.5800 • IN USA 800.334.7190 Fax: 919.850.0720 www.acroprint.com ® ® Microsoft Windows™, Windows 95, Windows 98, Windows 2000 or Windows NT ® are registered trademarks of Microsoft Corp., IBM is a registered trademark of International Business Machines.Time+Plus...

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