PayClock Pro
Time and Attendance Software
Version 5
beginning the upgrade process. The newest version of PayClock Pro may require upgrades to your computer and/or your time collection terminal(s). Do not install this software until you verify that your current hardware meets the latest system requirements.
Do not install this version of PayClock Version 5 if you are using Lathem PC3500TX terminals with firmware prior to version 177G. These terminals will require a firmware upgrade prior to installing PayClock Version 5.
Certain custom programs and interfaces may not work with the newest version of PayClock Pro Version 5. If your company has purchased any custom programs or interfaces designed to work with the PayClock system, please contact the provider of these programs for assistance with using these programs with PayClock Pro Version 5.
If you have a custom interface to an accounting / payroll application or a custom report provided by Lathem, please contact Lathem before installing PayClock Pro V5 to discuss upgrading this application. Additional fees may apply to update your custom programs or interfaces.
• Operating System: Microsoft Windows 32-bit or 64-Bit Operating System ` XP Pro or Home Edition Service Pack 2 or later
` Vista ` Windows 7
` Windows Server 2003 (Standard or Enterprise Edition)
• CPU: Pentium 500mhz or higher (1 GHz Pentium processor recommended) • Memory: 512 Mbytes of RAM or higher (1 GB recommended)
• Hard Disk Drive: 200 MB of free space (500 MB of free space recommended) • Monitor: 256 Color 800x600 or higher resolution display
• CD-ROM Drive: 4x CD-ROM or better • Mouse or other pointing device
• An available 9 or 25 pin serial communication port, or modem depending on the specific installation, Network Adaptor configured for TCP/IP
• An available USB port (USB 1.1 compliant. The port must supply up to 500mA.) • Internet Explorer 5.0 or Higher
• A dedicated server is recommended for multi-user systems • Hi-Speed Internet Connection (for Online Features/Services) Important Note about Firewall Software!
If you are using firewall software, you may need to unblock or allow access to a number of PayClock application files. The PayClock installation automatically exposes the typical
Main Application Files
BADGEX.EXE Badge Excluder Utility BELL.EXE Bell Ringing Setup Wizard
BT32SMGR.EXE Database Service**
BTENG32M.EXE Database Manager** DIALIN.EXE Dial In Manager Wizard
DBMGR.EXE Database Manager User Interface** EMPREPORTS.EXE Employee Reports Setup Utility**
EXPORT32.EXE Export Engine**
IMPORT.EXE Data Import Utility
LICMGR32.EXE Licence Manager**
LRSEDIT.EXE Langage Editer Utility
MAPDB.EXE Database Connection Object Utility** MERGE.EXE File Merging Utility
MSGCHECK.EXE Message checker**
PCCLICK.EXE PC Click User Interface**
PCIHSV.EXE Interactive Help**
PCSCMGR.EXE Server Manager User Interface**
RBEDIT.EXE Raw Registration Editor**
REGISTER32.EXE Registration Wizard**
RENY.EXE Startup Manager**
RENYRUN.EXE PayClock Base Module**
REPWRITE.EXE Report Manager Interface** SETDST.EXE Custom Daylight Savings Setup Utility
TERMMGR.EXE Terminal Manager**
Export Application Files
The following files are used with the payroll exports. Depending on your needs, you may not use them.
ADP.EXE ADP PC/Payroll Wizard
CMPLET.EXE Intuit Complete Payroll Wizard
DYNACM.EXE Dynacom Accounting Payroll Wizard FORTUNE.EXE Fortune 1000 Payroll Wizard
PAYCLOCKQBEVENT.EXE Utility to add custom menu items in QuickBooks 2004 or Later
PAYWORK.EXE PayWork Payroll Wizard
PCPWNWIZ.EXE Paychex Paylink for Windows Payroll Wizard PREVWPRO.EXE Preview by Paychex Payroll Wizard PROGRESS.EXE Progressive Payroll Wizard
PROWIZ.EXE Payroll 1 Wizard
QB02SYNC.EXE QuickBooks 2002 Integration** QB03EXP.EXE QuickBooks 2003 or Later Payroll Export
QB03SYNC.EXE QuickBooks 2003 or Later Integration** QB03WIZ.EXE QuickBooks 2003 or Later setup wizard** QBEXPORT.EXE QuickBooks Payroll Export
QBSETUP.EXE QuickBooks setup wizard**
RAPIDPAY.EXE Rapid Payroll Wizard
SIMPLY.EXE Simply Accounting Payroll Wizard
mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged.
The Software described in this document is furnished under a license agreement, and may be used or copied only in accordance with the terms of that agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. This manual is a confidential proprietary document solely for the use of Lathem customers. Information in this document is subject to change without notice and does not represent a commitment on the part of Lathem Time Corporation. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written permission of Lathem.
Copyright © 2009 Lathem Time Corporation. All rights reserved. Lathem Time Corporation
200 Selig Drive, SW Atlanta, Georgia USA 30336
www.lathem.com
Installing PayClock Pro Version 5 ... 1
Step #1: Full Install (Required)... 2
Step #2 Client Installation in a Multi-User System (Optional) ... 4
PC Click Installation ... 5
Frequently Asked Upgrade Questions... 6
Welcome to PayClock ... 10
The Home Screen ... 10
The PayClock System Button ... 11
The Ribbon Bar... 11
Section 3.1 Log In ... 11
Section 3.2 PayClock Features ... 12
Section 3.3 Feature Selection Wizard ... 13
“Quick” System Setup ... 15
Section 4.1 Setup - General Tab... 15
Section 4.2 Setup - Overtime Tab. ... 16
Section 4.3 Setup - Rounding Tab... 16
Section 4.4 Setup - Format Tab... 17
System Overview... 17
Section 5.1 System - General Tab ... 18
Section 5.2 System - Terminal Tab ... 18
Section 5.3 System - Preferences Tab ... 20
Section 5.4 System - Payroll Export Tab... 30
Section 5.5 System - Groups Tab ... 31
Section 6.2 Pay Class - Overtime Tab... 42
Section 6.3 Pay Class - Advanced Tab... 44
Section 6.4 Pay Class – Consecutive Day Tab... 46
Section 6.5 Pay Class – Premium Time Tab ... 48
Schedules Overview ... 51
Section 7.1 Schedules - General IN / OUT Tab... 51
Section 7.2 Schedules – General Revisions Tab... 54
Section 7.3 Schedules - General Tab/Rounding... 55
Section 7.4 Schedules - General Tab/Misc ... 56
Section 7.5 Schedules - Break & Meal Rules Tab... 62
Section 7.6 Schedules - Rounding Rules Tab ... 67
Employees Overview... 70
Section 8.1 Employees – General Tab ... 70
Section 8.2 Employees – Schedules Tab ... 74
Section 8.3 Employees - Benefit Time Tab... 81
Section 8.4 Employees – Assignments Tab... 83
Section 8.5 Employees – Personal Tab ... 84
Section 8.6 Employees – Messages Tab ... 84
Section 8.7 Employees – Terminal Tab ... 85
Poll Terminal Overview ... 86
Express/Classic Timecard Overview... 87
Section 10.1 Express Timecard ... 87
Section 10.2 Classic Timecard ... 91
Section 10.2.1 Using the Classic Timecard Schedule Bar ... 92
Section 10.2.2 Using the Classic Timecard Table ... 94
Section 10.2.3 Using the Buttons in the Timecard Area ... 97
Section 10.2.4 Exceptions ... 110
Global Edits Overview... 112
Section 11.1 Global Edits - Registrations Tab ... 112
Section 11.2 Global - Schedules Tab ... 113
Section 11.3 Global - Non-Work Time Tab... 114
Section 11.4 Global - Settings Tab ... 115
Section 11.5 Global - Purge Tab... 116
Report Manager Overview... 118
Section 12.1 Menu and Button Bar ... 119
Section 12.2 Running Reports... 122
Selecting a Report ... 122
Selecting the Time Period... 123
Selecting Employees to Include... 123
Viewing the Report ... 124
Section 12.2 Using the Reports Toolbar... 125
Printing a Report ... 126
Saving a Report ... 127
Exporting Report Data ... 128
Emailing a Report ... 129
Designing a Custom Report ... 130
Export Overview ... 144
Close Overview... 146
Section 14.1 Confirm Close... 146
Section 14.2 Re-Open the last closed pay period ... 147
Database Manager Overview... 148
Section 15.1 The Users Button ... 148
Section 15.2 The Backups Button ... 162
Section 15.3 The Locking button... 164
PC Click Overview... 166
Section 16.1 Installing the PC Click Client ... 166
Section 16.2 Assigning your Employees to PC Click... 167
Section 16.3 Using PC Click ... 167
Section 16.4 What do these PC Click icons mean... 168
Glossary ... 169
Terminal Manager Overview (Optional)... 190
Section 18.1 Getting Around in Terminal Manager... 191
Section 18.2 Using Terminal Manager ... 195
Section 18.3 Set System Properties ... 200
Section 18.4 Set Terminal Properties... 209
Section 18.5 Set Converter Properties ... 216
Section 18.6 Set TCP/IP Network Connection Properties ... 218
Section 18.7 Terminal Port Settings (Hardware) ... 223
Section 18.8 Set Polling Schedules ... 224
Section 18.9 Employee and Terminal Assignments... 227
Section 19.1 How to Run Auto Poll... 233
License Manager Overview... 236
Section 20.1 Feature Wizard ... 236
20.2.1 Select Features ... 236 20.2.2 Purchase Software... 238 Section 20.3 Recovery ... 238
Troubleshooting ... 240
Section 21.1 Hardware ... 240 Section 21.2 Software ... 241Appendix A – Import Utility... 244
Appendix B – Merge Exports Utility... 247
CHAPTER 1
Installing PayClock Pro Version 5
With Lathem’s client/server design of PayClock Pro, you will be able to access the software across your local area network with little or no setup or configuration. The system now supports up to 3 concurrent users by default.
The concurrent user licenses allow multiple users to log in and use the PayClock software from different computers on your network. Additional concurrent user licenses available are 6, 9, 12 or 24. You will need to purchase additional concurrent user licenses if you have more than 3 individuals that will need to log in and use the software at the same time.
Example - If you have 4 individuals that will need to log in to the PayClock software at the same time requires that you purchase a 6 concurrent user license. If they will not be logged in at the same time, you can continue to use the default 3 concurrent user license. Note: The concurrent user licenses are determined by the features you have selected in License Manager.
The PayClock Pro CD-ROM contains the full install as well as the client installs. The Full and Client installations are described below.
PayClock Pro Base System (Full) Install
The Full Install loads the client and server application as well as your database. The Full Install is required for all scenarios and should be completed on only one computer on your network.
PayClock Pro Additional User (Client) Install
The Client Install is optional and should only be used for multiple users or when you wish to access the PayClock Pro software from a different computer on your network from the one on which you
completed the Full Install. The PayClock Full Install must be completed prior to running the Client Install on any additional computers.
PC Click Client Install (Optional – Additional Cost)
Step #1: Full Install (Required)
Follow Step #1 for either of these scenarios:
• You want PayClock to only run on one computer
-or-
• You want to install the Server in a Multi-User system
Important message if you are upgrading from an older version of PayClock! If you are installing Version 5 PayClock into the same folder as the old version, you will be prompted to uninstall the older version PayClock before installing the new version. The message that displays has three buttons, Yes, No, and Cancel. To automatically uninstall the old version and then install Version 5 select Yes. If you select No or Cancel the installation will be stopped, leaving the old version in tact.
Run the PayClock Setup Programy Go to the computer where you want to install PayClock.
y Make sure your screen saver is not showing before inserting the PayClock CD.
y Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window.
y The Setup program should run automatically. If not, follow the steps below. y Windows XP - Click Start | Run from the Windows task bar.
y Windows Vista or 7 - Click Start | All Programs | Accessories | Run from the Windows task bar.
y At the command line, type D:\Launch.exe where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer.
y Click OK.
Follow the Setup Stepsy From the main window click on Full Install. y At the Welcome screen, click Next to move forward.
y Read the License Agreement and select I Accept to move forward.
y Select a Destination Folder where you want to install the PayClock software. The default location for PayClock to be installed is the C:\PAYCLOCK folder. To change where PayClock will be installed, click Browse to locate your preferred folder.
y Once you have specified a destination folder, click Next to move forward.
y At the Start Installation screen, click Next.
y If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish and OK.
y The PayClock Server Connection Manager icon will appear, indicating that PayClock has been successfully installed. This icon will display when you log in to Windows, but the PayClock Server will run without being logged in to Windows.
y When Setup has completed copying the files to your computer, click Finish and reboot the computer when prompted.
Windows Vista & Windows 7 Rebooting Note: After rebooting you may see “Windows Security Alert” messages relating to PayClock, click Unblock and on the User Account Control Message click Continue.
Open PayClock Proy After installing, you can run PayClock by clicking its icon.
y When PayClock first opens, the Log In window appears waiting for you to enter your password. The default password is “lathem”. You should change it to a unique password by clicking the Change button.
PayClock Pro Product Registrationy Using the Lathem Product Registration Wizard, register PayClock Pro via the Internet or phone. y You must register with 30 days of when you install the software. Registration ensures that you
receive product update information, and other benefits. The process takes only a few minutes to complete.
y Note: The PayClock Pro software will be disabled if you don’t register within 30 days.
Purchase Featuresy Contact your Lathem Dealer, visit http://shop.lathem.com, or call 1-800-241-4990 to purchase accessories and software modules.
y Options include upgrades, additional users, long-reach cables, Ethernet adapters, additional badges, badge racks, additional employee capacity and more.
Step #2 Client Installation in a Multi-User System (Optional)
Follow Step #2 instructions when you want to run PayClock on more than 1 computer
including only one user where the user workstation is different from the database
server.
IMPORTANT: The PayClock Full Install (Server/Database) MUST be installed
before installing the Client software. See Step 1.
Important message if you are upgrading from an older version of PayClock! If you are installing Version 5 PayClock into the same folder as the old version, you will be prompted to uninstall the older version PayClock before installing the new version. The message that displays has three buttons, Yes, No, and Cancel. To automatically uninstall the old version and then install Version 5 select Yes. If you select No or Cancel the installation will be stopped, leaving the old version in tact.
Run the PayClock Client Setup Program
y Go to the computer where you want to install the PayClock Client.
y Make sure your screen saver is not showing before inserting the PayClock CD.
y Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or Windows 7 you may have to click Allow or Yes at the User Account Control confirmation window.
y The Setup program should run automatically. If not, follow the steps below. y Windows XP - Click Start | Run from the Windows task bar.
y Windows Vista or 7 - Click Start | All Programs | Accessories | Run from the Windows task bar.
y At the command line, type D:\Launch.exe where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer.
y Click OK. Follow the Setup Steps
y From the main window click on Client Install. y At the Welcome screen, click Next.
y Read the License Agreement and select I Accept to move forward.
y At the Destination Location, choose a folder in which to install PayClock, then click Next. If you are upgrading from an older version PayClock you should install PayClock Version 5 into the same folder as the old version. When prompted you should select Yes to automatically uninstall the old version and then install Version 5. If you select No or Cancel the installation will be stopped.
y If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish after selecting the adapter from the list.
y Once Setup copies the files to your computer, click Finish.
See the Important Note about Firewall Software at the beginning of this manual!
PC Click Installation
I have employees who will be punching In / Out at their computers. Note: This
scenario requires that you enable the PC Click feature.
IMPORTANT: The PayClock Server MUST be installed before installing the PC
Click client software. See Step 1.
Run the PC Click Setup Program
y Go to the computer where you want to install the PC Click Client. y Insert the PayClock CD-ROM in the CD-ROM drive.
y Exit out of the PayClock Setup program were it to run automatically. y Open Windows Explorer and locate the CD-Rom drive.
y Double click on the PCCSETUP.EXE located in the PayClock folder of the CD-Rom. Follow the Setup Steps
y At the Welcome screen, click Next.
y At the Destination Location, choose a folder in which to install PC Click, and then click Next. y At the Start Installation screen, click Next.
y If your computer has more than one network adapter (NIC) installed, select the adapter you wish to use from the window that displays. If you are unsure which adapter to select contact your network administrator. Click Finish after selecting the adapter from the list.
y Once Setup copies the files to your computer, click Finish. Starting PC Click
y After installing, you can run PC Click by clicking on the desktop icon. y When PC Click starts it will display an icon in the System Tray. y
y
Frequently Asked Upgrade Questions
Will I lose my data?
No, your data will remain intact. As with any software upgrade, you should backup your database before starting the PayClock installation. You can use the Database Manager or a backup utility such as WinZip.
Do I have to uninstall my current version of PayClock?
Yes, if you are upgrading from a version prior to 5.0. When you start the installation of the PayClock software, it will recognize the old version and ask if you want to uninstall it now. Important - Do not use the Control Panel | Add/Remove Programs “Custom Uninstall Method” to uninstall PayClock. This method may cause you to accidentally delete your PayClock database?
Will I be able to login using the same password? Yes.
Will I have to reconfigure my access rights for the users?
No, not if you used PayClock’s default Administrator or Guest user accounts without changes. Yes, if you changed the default user accounts or created new user accounts. See the Database Manager online help for information on configuring users and access profiles.
Will I have to register my new PayClock software?
Yes, PayClock Version 5 requires that you register the software with Lathem Time Corporation within 30 days of the installation. You can register the software online (recommended) or by phone.
How soon will I have to register the new PayClock software?
After installing the PayClock software, you will have 30 days to use the software before the software deactivates.
What happens if I do not register my new PayClock software?
What should I do if I have a technical issue or a problem installing or using the new PayClock software?
If you have a problem with the installation or a technical issue, refer to the Installation & Users Guide first.
Per Call Telephone Support - The perfect option when you want to pay as you go for one-on-one support. Assistance is available from 8:00 a.m. to 7:00 p.m. EST, Monday - Friday. You can us convenient billing to your Visa, MasterCard, or American Express. 1-404-691-1065
Email Support - Submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hrs. Our knowledgebase contains many hints, tips, and troubleshooting items that will help you get up and going. http://support.lathem.com
Will I lose any features that I may have already purchased?
No, when you upgrade to PayClock Version 5 any features that were previously purchased will be set to demo. After completing the registration process any previously purchased features will be enabled as purchased again.
The database for my current PayClock software is located on a network drive; can I keep it there with this new version of PayClock software?
Yes, for this scenario you should run the “Full Install” on the computer where the database is located and run the “Client Install” on the computer(s) where the users will access the PayClock software. Note: The PayClock Database Service has to be installed on the computer where the database will reside. The PayClock Database Service is installed during the “Full Install”. What if my client workstations can’t find the server and nothing I try has worked?
CHAPTER 2
What is PayClock Pro
Welcome to the PayClock Pro Version 5. With Lathem’s client/server version of the PayClock Pro, you will be able to run the software across your network with little or no setup or
configuration. The client/server version supports concurrent users by default. PayClock is by default set up with a 3 concurrent user license. The concurrent user licenses allow multiple users to log in and use the PayClock software from different computers on your network.
PayClock Pro uses the power of your PC to make your time and attendance reporting easier. While at your PC, you can use the data from your clock for payroll reports, edits, exports and so on. A backup/archive feature gives you data backup and protection.
Getting Help
You can obtain information about your PayClock software application from four sources: This User’s Guide (also available through the on-line help)
On-line Help Files and documentation The dealer where you purchased your system
Or
Visit the Lathem Knowledge Base at www.lathem.com for common problems and their solutions.
Using Online Documentation
PayClock’s on-line files contain a complete Help system and the User’s Guide. The Help system is an on-line reference for concepts, commands, dialog boxes and messages. If you select a
command, open a dialog box, or display a message, and then start Help, you will get help for that item. Otherwise, you will see the Welcome to PayClock page.
Contacting Your Dealer
If you have a question about PayClock, first consult your User’s Guide or the on-line Help. If you cannot find an answer, contact your PayClock dealer, who can answer your questions. You should always consult your dealer before contacting the Lathem PayClock support line, since your dealer is local and is better equipped to solve your problem in a timely manner.
When obtaining any technical support on a PayClock product, you should have the following information available so your question can be answered quickly and efficiently:
• Version and serial number of your software. This is available by clicking About from the right hand corner.
• Description of your computer hardware.
• The exact wording of any messages that appear on the computer screen or on your time clock.
• The current text displayed on your time clock.
• Description of what happened and what your were doing when the problem occurred. • Description of how you tried to solve the problem.
• Can you recreate the problem?
• The current configuration settings, which you can get by running the Configuration Report from the PayClock Pro software.
• Details of your time clock setup. This includes the model of your terminal, type of connection, cable length, etc.
Conventions
CHAPTER 3
Welcome to PayClock
Now that the PayClock software is installed, you may begin configuring your preferences within PayClock. All of the PayClock functions are contained within The Home Screen. Within the Home Screen, there are four sections: the Ribbon Bar, the Express/Classic Timecard, the Employee List, and the Communication Panel.
The Home Screen
Use the scroll buttons (circled) to move through pay periods. Highlighting an employee will display his/her time card in the Express timecard
PayClock System Button
Ribbon Bar
Express Timecard Employee List
• Ribbon Bar: use to navigate within the software and locate functions. • Express/Classic Timecard: use to edit and view individual punch data. • Employee List: use to view pay period summaries for all employees.
• Communication Panel: use to find help and purchase software upgrades and accessories.
The PayClock System Button
The PayClock System Button, located at the top left-hand corner of the Home Screen allows quick access to a number of important tools. Use the PayClock System Button to access the following critical functions:
To access these functions, click on the PayClock System Button and highlight the desired function from the drop-down menu
The Ribbon Bar
Instead of a menu and toolbar, the Ribbon Bar allows you to manage and edit your settings and employees, as well as create reports, exports and close the pay period all from within one comprehensive area.
Section 3.1 Log In
When you first open PayClock, a Log In window appears waiting for you to enter your password. The default password is “lathem”. (You should change it to a unique password)
Enter your password, then click OK. To change the password
• At the Log In window, select a user from the User List, then click the Change button.
• Type in your password under Old Password.
• Type in your new password under New Password and Confirm New Password, then click OK.
• Once you change your password, keep a copy of it in a safe place in case you forget it.
• For details on setting up the administrator and users, see the Database Manager help.
Section 3.2 PayClock Features
The list below shows you the features you get with PayClock Pro. » Employee and punch data reports
» Rounding intervals defined by user » Round punches individually
» Exports for use with payroll services » Backup/archive capability
» Up to 1000 employees per system » Up to 3 levels of labor tracking
» Transfers at the clock (hardware dependent)
» Set overtime to calculate daily, weekly or by pay period
» Up to 3 overtime levels, with Saturday and Sunday as optional overtime » Grace periods
» Employee work schedules » Fixed or flexible breaks
» Breaks can be auto deducted, paid or unpaid, punched or not punched » In/Out zones defined by user
» Up to 50 defined breaks
» Define pay period as weekly, bi-weekly, semi-monthly, monthly or custom » Pre-defined pay codes, plus up to 85 definable pay codes
» Up to 10 pay classes
» Benefit time tracking » Premium time
» Consecutive Day Overtime
» Terminal Manager software (optional)
» Modem communications (Terminal Manager required) » Multiple clock options (Terminal Manager required) » Auto polling (Terminal Manager required)
» Bell ringing (hardware dependent)
Section 3.3 Feature Selection Wizard
There are several optional features you can add to your PayClock Pro software. You add features using System button and selecting Upgrade PayClock or License Manager. To open License Manager, from the PayClock group double click on the License Manager Icon. Click the Feature Wizard button and select a product to upgrade to or the feature you want. When you choose a feature, you can use it on a trial basis for 30 days, and then the software will no longer allow you to use this feature until you purchase it. Product upgrades can only be enabled after they are purchased. Product upgrades do not allow for a trial period. Note: You cannot purchase product upgrades or demo additional PayClock features until you complete the registration process.
Features available through the Feature Wizard:
• 100-1000 Employees - You can increase your employee capacity to 250, 500 or 1000.
• Custom Exports - If your company exports data to a payroll service that PayClock Pro does not currently support, Lathem can write a custom export for your company so you can still use the export features of the software. PayClock Pro currently supports ADP, Rapid Pay, QuickBooks Pro, Paychex Paylink, Paychex Preview and Payroll 1. Call your dealer for more information on this feature.
• Custom Reports - If you can’t create the report you want using the new Report Manager, contact Lathem for a quote on a custom report for your company. Call your dealer for more details on this feature.
• 6-24 Concurrent Users - PayClock starts with a 3 concurrent user capacity. You can increase how many users can use the software at the same time: 6, 9, 12 or 24.
• Terminal Manager - This feature allows you to use more than 1clock for your employees to punch In and Out.
3.3.1 Purchase a Feature or Product Upgrade
y Note: You cannot purchase product upgrades or demo additional PayClock features until you complete the registration process.
y Open PayClock and click on the System button at the top left-hand corner of the Home Screen. y Select the Upgrade PayClock… menu item, the Feature Wizard will open.
y -Or-
y From the PayClock group double click on the License Manager Icon, License Manager will open. y Click the Feature Wizard button, the main screen displays.
y Click Next > to go to the screen that lists your selection choices. y Select the product to upgrade to or the feature you want.
y With the features you want selected, click Next > to go to the purchase screen.
y Contact your dealer with your serial number and purchase code that display on your screen. Once you have your license key, click Finish from the purchase screen. An Enable Features window appears where you will type in your license key.
y -Or-
y Click the Purchase the features now with a Credit Card button, complete the Credit Card and Billing Information window. Click the Process Payment button.
CHAPTER 4
“Quick” System Setup
At the Setup button, you define your basic company structure. You can setup your Company Name, Pay Period, Overtime, Rounding and Time/Date Format. To configure settings that are more detailed select the System, Pay Class or Schedules button at the Setup button. Note: Any settings made through the “Quick” Setup window will apply only to the Standard pay class.
Section 4.1 Setup - General Tab
On the General tab, you define your company name, pay period, automatic break deduction and workday options.
Click the Setup button, the “Quick” Setup window will open:
y Company Name – Enter the name of your company. The company name will display on the header of the reports.
y Current Pay Period starts on - Enter when your pay period began. NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or backwards.
y Pay Period Type - Select if your pay period is weekly, bi-weekly or monthly. For semi-monthly, also choose the pay period start dates.
y Auto Deduct - If you want to automatically deduct a break without the employee punching, check this box. This option sets an auto deduct for every employee. Important Note: If the employees punch for their break, do not use this option.
Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the break.
Length - Enter how much time PayClock deducts each day.
y Maximum Work Day Length - Enter how long an employee can work in one day. Normally, you should leave this setting at the default of 14:00 hours.
y Maximum Hours Out to Start a New Shift - Enter how long an employee must be punched Out before PayClock will automatically start a new shift.
Section 4.2 Setup - Overtime Tab
Under Overtime, you can set how the software calculates overtime. You can define up to 2 Overtime Levels thru the Quick Setup. To configure overtime settings that are more detailed, select the Pay Class button at the Setup button.
y Daily Pay Code - If employees can get overtime on a daily basis, use this setting to select the pay code and overtime threshold.
y Weekly Pay Code - If employees can get overtime on a weekly basis, use this setting to select the pay code and overtime threshold.
y Weekly OT Start Day - Choose the day that starts the overtime week. This setting defaults to whatever you entered in the General tab for the current pay period date, so you usually only need to change this setting if you have a semi-monthly pay period.
y Daily OT Overrides Level 1 Weekly OT - Check this box if your employees will continue to get daily overtime after the weekly overtime has been reached.
y Click the OK button to keep your changes.
IMPORTANT! The Daily OT Overrides Level 1 Weekly OT is not available if multiple levels of weekly overtime are setup!
Section 4.3 Setup - Rounding Tab
In the Rounding tab, you define how your punches will calculate. Rounding adjusts a punch to an even increment of time. With rounding, there must be a setting that triggers the punch to adjust forward or backward - this is the break point. To configure settings that are more detailed select the General tab at the Pay Class Setup button or the Schedules Setup button.
Example: 1/4 Hour punch rounding is selected.
An employee punches at 8:09. Since :09 is after the 7-minute break point, the punch rounds to 8:15.
An employee punches at 8:06. Since :06 is before the 7-minute break point, the punch rounds to 8:00.
An employee punches at 8:07. Since :07 is at the 7-minute break point, the punch rounds to 8:15.
There are 3 selections for rounding:
1/10 hour = 6 minute round with a 3 minute break point. To configure the Quick Setup rounding:
y Click in the circle to select the desired rounding rule. The selected item will have a dot in the circle.
y Click the OK button to keep your changes.
Section 4.4 Setup - Format Tab
Under the Format tab, define how the PayClock software displays dates and times and whether to display the Express timecard in black and white. To configure settings that are more detailed, select the Preferences tab at the Setup | System button.
y Select the hours format, 12-Hour (i.e. 1:00pm) or 24-Hour (i.e. 13:00) you want to display in the software under Software Time Settings.
y Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD = 99/01/31 you want to display in the software under Software Date Settings.
y If you want the timecard to display in black and white instead of yellow, select “Show Express Timecard in Black & White”.
y If you do not want the day of week column to display on the Express timecard, select “Hide Day of Week Column in Express Timecard”.
y Click the OK button to keep your changes.
CHAPTER 5
At the System button, you define your company structure. Here you setup Company Info, Clock communications, Preferences, Payroll Exports, Labor Tracking Levels, etc.
Click the System button, the System window will open:
Section 5.1 System - General Tab
In the General tab, enter your company name, address, home page, phone and fax number.
5.1.1 Setup Company Information
In the System General tab, enter your company information.
y Enter your company name and address under Company Name, Address (1), Address (2), City, State, Country and Postal Zip.
y Enter your phone number under Main Phone Number. y Enter your fax number under Main Fax Number.
y Enter your web site address under Company’s Home Page. y Click the Save button to keep your changes.
Section 5.2 System - Terminal Tab
In the Terminal tab, you define your clock settings.
Note: This tab will not display if the Terminal Manager option is enabled.
5.2.1 To Setup a Terminal
What you enter in the Terminal tab at the System icon tells the software how to communicate with your clock.
• Ensure your clock model (PC400TX, PC100TX, PC3500, PC400, PC100, TS100, PC50 or PC2000) displays in the Type box. Note: Select PC100TX as the terminal Type when you have a PC100 terminal connected to the “TXTOSER” Ethernet Adapter that is available through Lathem Time Corporation.
• Check Use 24-Hour display if you want the 24-Hour time format to show at your terminal.
• Uncheck Turn On Daylight Savings Time if your region does not use daylight savings.
• Under Communications, enter the COM port where your clock connects to the PC and your clock's Baud Rate. If you have problems communicating with the clock, see Troubleshooting.
• Communications Section - This section will have different settings depending on the type of clock selected. See below for details.
¾ PC400TX or PC100TX - This type of clock is connected to your computer network with an Ethernet cable.
Locate Network Device - This button allows you to find or discover your PC400TX or PC100TX terminal.
IP Address - This field will display the IP address you set up for your PC400TX or PC100TX through the Locate Network Device window.
¾ PC3500, PC400, PC100 or PC2000 - These types of clocks are directly connected to your computer with a serial cable.
COM Port – Select the COM Port where you clock connects to your computer.
Baud Rate - Select the baud rate that your clock runs. The baud rate should normally be left at 9600. If you don't know which baud rate to choose, click Auto Detect and PayClock will find the baud rate for you. Note that if you change the baud rate in the software, you must also change it in the clock.
Auto Update when Polling - Check this box to update your clock with employee badge changes each time you poll the clock.
¾ TS100 or PC50 – This type of clock is connected to your computer with a USB cable. Note: No further set up is required on this tab for a TS100 or PC50.
• Check Auto Update when Polling if you want the software to send any new or changed employee information to the clock each time the clock is polled.
You can also click the Update Clock button if you want to update the employee and department names to the clock manually.
• Click the Test Clock button to confirm that the communication settings you entered are correct.
Section 5.3 System - Preferences Tab
In the Preferences tab, you choose how dates and times display in the software and you define certain software settings. Here, you also setup pay codes, pay code adjusters, override the open schedule start time, holiday schedules, benefit time accruals and audio/text message settings for the PC50 terminal.
Pay Codes - Click this button to edit or add pay codes. The Pay Codes window displays, where you can change the rate modifier, differential or wage rate calculation method.
Badge Excluder Utility - Click this button to open the Badge Excluder Utility. This utility allows you to select badge numbers that you do not want the PayClock software to automatically assign when you are adding new employees.
Example: You have lost badge #87, 88 and 89. You go into the Badge Excluder and select badge #87, 88 and 89 to be excluded badge numbers, when you add new employees these badge numbers will not be used.
To exclude badge numbers
• Select the range of badge numbers you want to select from and click the Load List button.
• Click in the box to choose the badge number(s) , you know you have selected the badge number when there is a check in the box.
• Click the Apply button and then click Close.
Pay Code Adjusters - Click this button to assign pay codes to 5 adjusters. Holiday Schedules - Click this button to setup dates as paid holidays.
Accrual Manager – Click this button to open the Accrual Manager. You use the Accrual Manager to set policies and rules for employee accruals, such as vacation or sick time. Once you set up your policies, assign them to the employees in the Benefit Time tab of the Employees button.
Open Schedule Override - Choose this option if you want the open schedule to start on the previous day. This option is normally used when you have split shifts or when the pay period starts before midnight and you want the hours of the shift to count on the day the shift ended.
Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31 Use 24-Hour Time Format - Check this box to show 24-hour time in the software.
Confirm Undo’s - Uncheck this box to turn off the caution message that appears any time you click the Undo button.
Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close. * Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list.
Remind me to backup my data when I exit the application - Uncheck this box if you do not want PayClock to prompt you to make a backup each time you close PayClock.
Remind me to archive my data when I exit the application if I have: - Check this box and select the limit if you want PayClock to prompt you to archive historical data when you close PayClock. Note the reminder will only display if you have reached the limit selected in the list.
Setup Audio – Click this button to set up the audio/text messages that sound and display on the PC50 terminal.
Custom Fields – Click this button to define the custom fields. Data is entered into the custom fields located in the Personal tab of the Employees button. This data is then available on the Custom Fields report.
5.3.1 Setup Preferences
What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults. In addition, you can also define pay codes, pay code adjusters, override the open schedule start time, holiday schedules, custom fields, accruals, set up global audio/text messages for the PC50 terminal and set the software to prompt you to backup your data.
To edit a pay code
y Click the Pay Codes button to setup your pay codes. The Pay Codes window appears. 1. Select a pay code from the list at the top of the Pay Codes window.
2. You can change the pay code name under Name. 3. You can type in a new rate modifier or differential.
4. When you choose a non-worked pay code, the Number (Use at terminal): box is enabled. Type a number employees can enter at the clock to use this pay code.
numbers.
5. Non-work pay codes allow you to choose if the pay code Counts toward Overtime. If this pay code counts toward overtime, check the Counts toward overtime box. For example, some companies allow sick time to count towards overtime. Therefore, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter the punches or total hours according to the same rounding that you have setup. For example, if your rounding is 15-minute intervals, enter the punches or hours as a 15-minute interval, such as 8 hours and 15 minutes.
6. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box.
7. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 5 above.
8. If this pay code also calculates as regular time, check the Also show as Regular Time box. 9. If this pay code will use the optional rate calculation method, check the “Rate Calculation”
box.
10. Click the Save button to keep your changes. 11. Click Close after you have finished.
To create a new pay code
y Click the Pay Codes button to setup your pay codes. The Pay Codes window appears. 1. Click New.
2. Type in a name for the pay code under Name.
3. If you will use this pay code for dollar amounts (such as Bonus, Tips, etc), check the "Amount" box, enter an ID number for this amount under Number (Use at Terminal), then click Save. Skip the steps below.
5. When you create a pay code, you can set the rate type to Worked or Worked. Non-worked hours are paid but not Non-worked, such as Vacation or Bereavement.
6. At Apply As, you can choose whether this pay code shows in the regular time list or overtime list. If you choose Any, the pay code shows in both the regular and overtime list.
7. At the Number (Use at terminal): box, type in a number employees can enter at the clock to use this pay code. You can only enter a pay code number for non-worked pay codes. (Note: You cannot use a number that you set as a group number.)
For example, if you set terminal Number for Sick to 52, an employee can clock out and use #52 to indicate that he left sick. Note that only clocks that support this function will accept pay code numbers.
8. Choose if you want this pay code to Also show as Regular Time by checking the box. 9. If this pay code counts toward overtime, check the "Counts toward overtime" box. For
example, some companies allow sick time to count towards overtime. So, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as 8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round.
10. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box.
11. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 8 above.
12. If this pay code will use the optional rate calculation method, check the “Rate Calculation” box.
y To create a worked pay code that does NOT count toward weekly overtime: 1. Click New.
2. Type in a name for the pay code under Name. 3. Type in a rate Modifieror Differential.
4. Set the rate type to Worked. If you choose Non-Worked you will not be able to select the option on the next step.
5. At Apply As, choose Regular or Any. If you choose Overtime you will not be able to select the option on the next step.
6. Choose Does NOT count toward Weekly Overtime by checking the box.
7. Choose if you want this pay code to Also show as Regular Time by checking the box. 8. If this pay code will use the optional rate calculation method, check the "Rate Calculation"
box.
9. Click the Save button to keep your changes.
10. Click Close after you have finished. You are ready to assign this pay code in the Pay Codes Override option on the Advanced tab of the Schedules button.
To set pay code adjusters
You can adjust an employee's time for hours (or minutes) that they did not actually accumulate on the clock. One example of an adjustment is you allow an employee to work through their 15 minute paid break so they may leave early. Because they have clocked out 15 minutes early, the accumulated total will be short for the day. You can add 15 minutes with an adjuster.
y Click the Pay Code Adjusters button.
y Using the down arrow on each of the five Adjusters, assign a pay code to each adjuster. If you do not want to assign all five, leave the adjuster as "Not Selected".
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System Preferences tab or in the Timecard.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
To enter an adjustment
• Click on the cell in the Adjuster column where you want to make the adjustment.
• Enter the adjustment amount and press Enter.
If you can also see the pay code column that you adjusted, it will increase by the amount that you just added.
To clear all adjustments on a timecard
• From the Classic Timecard choose the employee whose adjustment data you want to clear.
• Click the Adjuster button and select Reset All. This clears all adjusters on that timecard only.
To delete an adjustment
• Click on the adjustment you want to delete.
• Press the Del key. To change pay code assignments
• While in the Classic Timecard, click the Adjuster button and select Set Pay Codes.
• Select the down arrow in the adjuster to change.
• Select a pay code from the list.
• Click OK to save your changes or Cancel to return without saving your changes. NOTE: Because you can change the pay code that the adjuster points to, you can use the same adjuster to point to more than one pay code. If you display the Adjuster in the Timecard, any adjustments you previously made will still point to their original pay codes. This may result in a confusing Timecard. Change Adjusters with care.
To set holiday schedules
y Click the Holiday Schedules button. y Click New to create a holiday calendar.
y Type in a name for this holiday schedule under Calendar Name. y Enter the Starting Month & Year for your holiday calendar. y Enter the number of months this calendar spans (1-18 months). y In the calendar, click on your first holiday date, then click Add.
y Leave the default name for this holiday at Name, or type in a new one. For example, instead of "Sat, Jan 01, 2000", you can rename this holiday as "New Year's Day".
employee does work on this day, they will also be paid the number of hours that they actually worked. You can place these hours into a special Pay Code, "Worked Holiday" by changing the selection in the Worked field.
y If you require employees to work the day before or after a paid holiday, check the Before and/or After boxes. This will affect when a holiday is paid, as shown in the examples below:
Example 1 Employee 1 works on a 5 day, Monday through Friday schedule. Labor day is on a Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 1 worked on Friday and Tuesday, so they are paid for this holiday.
Example 2 Employee 2 works on a 5 day, Monday through Friday schedule. Labor day is on a Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 2 did NOT work on Friday, but did work on Tuesday, so they are NOT paid for this holiday.
Example 3 Employee 3 is not assigned to a schedule. Labor day is on a Monday. You require that your employees work the day before and the day after a holiday in order to be paid for it. Employee 3 worked on Friday and Tuesday. However, because they are not on a schedule and they did not work the day before the holiday (Sunday), they are NOT paid for this holiday.
y If you require a specific schedule to be applied on the holiday select the schedule in the Schedule Override (Open Schedules Only).
y * Note * Holiday schedule overrides will only be applied if the day of the holiday has an Open Schedule applied.
To set up an Accrual Policy
Use the Accrual Manager to define rules to apply benefit time to employees, such as vacation or sick time. This allows PayClock to automatically accrue benefit time for you. Benefit time can accrue after a certain amount of Days, Weeks, Months or Years. The amount of benefit time that can accrue can be in Minutes or Hours. For example, after 90 days 8 hours of vacation time can accrue.
You can create up to 16 policies that contain up to 32 rules each. These rules tell PayClock how to accrue benefit time. Your company may have different policies for different types of employees, such as full time and part time.
Once you create your policies, you can assign them to your employees. PayClock will then show the accrued time in the Benefit Time tab of the Employee Master.
To open the Accrual Manager
y Click the Setup | System button, select the Preferences tab.
To create an accrual policy
y Click the New button, then type an identifier for the policy under Name. y Click the Save button to keep your changes.
y Once you create a policy, use the Rules tab to set how this policy accrues non-worked benefit time.
To create an accrual rule
y First, make sure the policy that you want to add rules to or edit appears in the list at the top of the screen.
y Click the New button to create a rule. Note that when you create a rule, it appears just under the rule you have highlighted. You can also choose the "Insert Rule Before" box, highlight a rule in the list, then click the New button to insert a rule above the one you just highlighted.
y Make sure to keep your rules in the order you want them to occur. PayClock must fully complete one rule before it will move to the next. For example, make sure the rule that applies to an employee's first 90 days of employment occurs before the rule that applies to an employee's second year of employment.
y Type a name for the rule under Name.
y At "After a Period of" select when this rule becomes eligible to start accruing time. You can choose from Days, Weeks, Months or Years. After selecting either Weeks, Months or Years, enter the associated value that the accrual will use to occur, for example 90 days.
y Under "To this Non-Work Pay Code", choose a pay code to accrue. For example, if this rule accrues sick time, choose the Sick pay code.
y At "Apply this value" choose how much time will accrue. You can choose from Hours or Minutes. y If this rule accrues more than one pay code, such as sick and vacation, choose another pay code
from the "To this Non-Work Pay Code" list, enter its value at "Apply this value". Repeat this step for each pay code needed.
y Click the Save button to keep your changes.
y Important Note: Benefit time that accrues will carry over when the next rule occurs, which means any remaining balance will be added to the newly accrued time. For example, the first rule I have accrues 40 hours of vacation after 1 year, the second rule accrues 80 hours of vacation after 2 years. If the employee doesn’t use all 40 hours the first year their balance will be rolled over when the 2nd year rule occurs and added to the newly accrued 80 hours.
y This is an example of how an accrual will occur:
y I set up a policy that has a rule that after 90 days, apply 8 hours of vacation time. I opened the employee master and selected John Doe and clicked on the Benefit Time tab. I select Vacation as the number 1 Pay Code. At the Accrual Policy selection I choose the policy and at the Effective Date I entered 8-01-2007 which was the date John was hired.
y The 7-25-2007 thru 8-07-2007 pay period is closed, Johns vacation accrual does not occur. y The 8-08-2007 thru 8-21-2007 pay period is closed, Johns vacation accrual does not occur. y The 8-22-2007 thru 9-04-2007 pay period is closed, Johns vacation accrual does not occur. y The 9-05-2007 thru 9-18-2007 pay period is closed, Johns vacation accrual does not occur. y The 9-19-2007 thru 10-02-2007 pay period is closed, Johns vacation accrual does not occur. y The 10-03-2007 thru 10-16-2007 pay period is closed, the 10-17-2007 thru 10-31-2007 becomes
the current pay period; John’s vacation accrual is triggered and adds 8 hours of vacation time because 90 days has elapsed from the effective date.
y Note: Accruals will occur when the effective date falls within the current pay period of PayClock.
To set date and time display
y Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD = 99/01/31.
y Check Use 24-Hour Time Format if you want the time in the software to display in 24-hour format.
y Click the Save button to save your settings.
To set non-work time defaults
y Under Start Time, enter when the non-work time begins. y Under Duration, enter the length of non-work time. y Under Pay Code, choose your default pay code setting.
To turn off Undo messages
y Uncheck Confirm Undo’s to turn off the caution message that appears any time you click the Undo button.
y Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close.
y * Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list.
To set up audio/text messages for the PC50 terminal
y Click the Setup Audio button, the Audio Settings window will open. y Select the “Audio System Enabled” option.
y Select the option ‘Play a sound for In/Out’. y Select the option ‘On all In Punches Play’.
y At the Show this message on the terminal field, type in what text you want all employees to see on the PC50 display when they punch In. Note: You can define up to 80 characters but words will not wrap to the next line, which may restrict the amount of characters to view. Leave this field blank if you do not want a custom text message to display when all employees punch In. y To test the sound, click the play button.
y Select the option ‘On all Out Punches Play’.
y Under the Sound list, select what you want all employees to hear at the PC50 when they punch Out.
y At the Show this message on the terminal field, type in what text you want all employees to see on the PC50 display when they punch Out. Note: You can define up to 80 characters but words will not wrap to the next line, which may restrict the amount of characters to view. Leave this field blank if you do not want a custom text message to display when all employees punch Out. y To test the sound, click the play button.
y Click Apply to keep your changes.
To define Custom Fields in PayClock
y Click the Custom Fields button, the Custom Fields window will open. y Click in a field and type the desired title for the field.
Section 5.4 System - Payroll Export Tab
In this tab, you setup how the software exports data.
If you use a payroll service, you can run an export wizard here to setup your data to export in the format your payroll service can read. The following export wizards were available at this printing:
ADP PC/Payroll Complete Payroll Dynacom Accounting 2003 QuickBooks 2002 Fortune 1000 PayWork Payroll
Paychex Paylink for Windows
Preview by Paychex Progressive Payroll Rapid Payroll Payroll 1
QuickBooks Pro/Premier/Enterprise 2003 or Later Simply Accounting Payroll
You can also run exports from this tab.
5.4.1 Setup Exports
In the System Payroll Export tab you can setup the software to export data in the format your payroll service can read. You can also run ASCII exports which export data in a text format.
To run an export wizard
y Under Payroll Wizards, select your payroll service.
y After choosing your payroll service, click the Setup button to run the wizard. y Fill in the requested information. This information is in your payroll software.
y After finishing the wizard setup, click the Refresh button. This will put the export in the list of Payroll Interfaces.
To run a payroll export
y After you complete the wizard, you can run exports. Make sure your payroll service is still selected in the Payroll Wizards list.
y Make sure the export you want to create has an “x” in its box .
y Under Pay Class, choose the pay class you want to export. Select the ‘Export All Pay Classes’ box if you want to create the export file for all pay classes.
y IMPORTANT NOTE:
y If you have multiple pay classes and they start on different days do not use this option. y Click the Export button to export your data.
To run an ASCII export
y In the Payroll Interfaces list, click each export you want to run – ASCII Payroll Totals. y Under Period to Export from, choose which pay period you want to export.
y Under Pay Class, choose the pay class you want to export. y Click the Export button to export your data.
ASCII Payroll Totals File Format
Commas separate each field of the output file. All times are in hours with two decimal places, for example 8 hours and 30 minutes will be 08.50. When you create the ASCII Payroll Totals output file, it will be named Timeclk.txt and copied to the \Database\Export\Active of the PayClock Express application folder. See the format below.
ASCII Payroll Totals
Line 1: First Day of Pay Period (YY,MM,DD), number of employees, Regular Grand Total, Overtime 1 Grand Total, Overtime 2 Grand Total, Other (non-work) Grand Total, Vacation (non-work) Grand Total, Sick (non-work) Grand Total, Holiday (non-work) Grand Total, Personal (non-work) Grand Total
Remaining Lines: Employee #, Regular Total, Overtime 1 Total, Overtime 2 Total, Other (non-work) Total, Vacation work) Total, Sick work) Total, Holiday work) Total, Personal (non-work) Total Example: 06,11,08,4,104.00,00.50,00.00,00.00,40.00,16.00,00.00,00.00 "311",00.00,00.00,00.00,00.00,40.00,00.00,00.00,00.00 "312",40.00,00.00,00.00,00.00,00.00,00.00,00.00,00.00 y y
Section 5.5 System - Groups Tab
button and select Filter By ..., you can choose which employees you want to list. Filters also apply to the Report Properties in Report Manager, so you can run filtered reports.
The default group levels are labeled as Department (Level 1), Level 2 and Level 3.
You can rename these levels to suit your company, and you can assign levels to create your company structure.
In the example pictured below, Level 1 is named Department, Level 2 is named Division and Level 3 is named Company.
There are five departments - Sales, Press, Accounting, Shipping and Engineering. There are two divisions - Manufacturing and Administration. There is one company - Lathem Time Company. The Press, Shipping and Engineering departments are assigned to Manufacturing, and the Sales and Accounting departments are assigned to Administration.
5.5.1 Name and Assign Group Levels
The steps below walk you through a typical setup. Step 1: Rename the Group Levels
Click in each level, type over the text to name the levels what you want, then press the Tab key.
In this example, Level 1 is named
Step 2: Choose the Level 3 group (Lathem Time Company)
Step 3: Assign a Level 2 group (Manufacturing) to Level 3 (Company)
Click on a company group (Lathem Time Company) to work with. Make sure nothing else is selected at this point. The chart helps you see your assignments. Here, only the company is chosen, with no assignments.
Step 4: Assign Level 1 groups to Level 2 (Manufacturing)
Step 5: Assign the next Level 2 group (Administration) to Level 3 (Lathem Time Company)
Click on each group (or department) to assign. They will show up on the chart. Now Press, Shipping and Engineering are assigned to Manufacturing.
Temporarily unassign
Manufacturing by clicking it to take off the highlight. It will disappear on the chart. Now click on
Step 6: Assign Level 1 groups to Level 2 (Administration)
Step 7: Reassign the groups you had temporarily unassigned
Click back on Manufacturing. Now the chart shows Manufacturing and its departments assigned to Lathem Time Company, along with Administration and its departments assigned to Lathem Time Company.
5.5.2 Setup Groups
In the Groups tab, you can create groups for filtering your reports and employee lists. Also, if your clock supports employee transfers, you can create groups so employees can transfer from one to another. You can also use transfers to flag special pay, for example ‘Call In Time’.
Note: The PC400, PC2000 and PC3500 allow the first punch of the day to be a department transfer.
To create a Level 2 or 3 group
y At the bottom of the Groups tab at the System window, click the Properties button. The Group Properties window appears.
