TimeClock User s Guide

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1 TimeClock User s Guide Publication No. EL1016 Publication Date: August 2003

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by Learning Products and Education Copyright: 2003 Activant Solutions Inc. All rights reserved. Activant Solutions Inc., the Activant logo, Activant Eagle, and Activant Eagle for Windows are trademarks of Activant Solutions Inc. All other trademarks are property of their respective owners. Activant Solutions Inc Southfront Road Livermore, CA Publication No. EL1016 Publication Date: August 2003

3 Contents 1) Using This Guide...4 TimeClock Overview...4 Who Should Use This Guide...5 How This Guide Is Organized...5 Conventions Used In This Guide...6 Where To Get Help...7 Viewing QuickTip Videos...7 If You Have Comments About This Guide...7 2) Installing TimeClock...8 TimeClock Software...8 Hardware, Software, and Other Requirements...9 Checking Your Current Level of Eagle Software...9 Verifying Software Is Enabled...9 TimeClock Server PC Requirements...10 TimeClock Plus 4.0 Installation Overview...10 Pre-Installation Steps for TimeClock Plus 3.0 Users...10 Installing the TimeClock Plus 4.0 Server Programs...11 Installing the File Transfer Software...12 Finishing the Installation...13 Completing the Installation...13 Eagle Function TCLOCK Setup...13 TimeClock Plus Company Setup...14 Converting TimeClock Plus 3.0 Data...15 Installing the TimeClock Plus 4.0 Client Programs...15 Installation Complete...16 Important New Features of TimeClock Plus AutoImport 4.0 Window...17 Clocking In and Clocking Out...17 i

4 3) Setting Up TimeClock...19 Setting Up Security...19 Setting the Payroll Default Upload Directory...19 Adding Employee Information...20 Adding Information to the Eagle System...20 Adding to TimeClock Plus...22 Creating a Master Job Code List...22 Adding Employee Records...23 Linking Job Codes to Employee Records...23 Receiving TimeClock Notification By ) Clocking In and Clocking Out...25 About Clocking In and Clocking Out...25 Clocking In Using the Eagle Browser...26 Clocking Out Using the Eagle Browser...26 Clocking In Using Function CIN...27 Clocking Out Using Function COUT...28 Reviewing the Who s Here List...29 Closing the Current Week in TimeClock Plus...30 Reviewing the TimeClock Activity Log ) Transferring Time Transactions...32 Transferring Time Transactions...32 Creating the Time Transaction File...32 Merging the Time Transaction File...34 Reviewing the Log Information ) Troubleshooting...37 Receiving TimeClock Notification By Eagle Error Messages...37 Function TCLOCK, Sign In, and Sign Out Error Messages...38 TimeClock Activity Log...39 TimeClock Activity Log Messages...39 TimeClock Plus Error Messages...40 File Transfer Error Messages...40 ii

5 Merge Error Messages...41 Retrying a Failed Transfer...42 Commonly Asked Questions ) Appendix A TimeClock Plus TimeClock Plus 3.0 Installation Instructions...44 Pre-Installation Steps for Current TimeClock Plus 2.0 Users...44 Installing the TimeClock Plus 3.0 Server Programs...45 Installing the File Transfer Software...46 Applying TimeClock Plus Patch Updates...47 After Installing the Software...48 Uninstalling the TimeClock Plus 2.0 Programs...48 Setting the Payroll Default Upload Directory...48 iii

6 1 Using This Guide The purpose of this document is to help you set up your system to transfer time and attendance information between your Activant Eagle system and the TimeClock Plus application. This chapter describes information on how to use this guide. It includes: a TimeClock overview who should read this guide how this guide is organized the conventions used throughout other resources for information TimeClock Overview TimeClock is a software application you use to clock in and clock out, similar to punching a timecard. In addition, you can transfer time transaction information between your Eagle system and the PC running TimeClock Plus. TimeClock Plus is a third-party software program from Data Management, Inc. On your Eagle system, employees clock in and clock out. This information is transferred to a PC on your network running TimeClock Plus. Once the information has been transferred, there are a variety of applications within TimeClock Plus to help you manage employee time transactions. If you use the Activant Eagle Payroll application, you can transfer work hours to Payroll at the end of the pay period. Note: If you want to use TimeClock Plus with a payroll processor (for example, ADP), contact the sales department at Data Management at 1(800) You will need to purchase a communication module and then work with customer support at Data Management to set up the module. 4

7 The following is an overview of the TimeClock process. 1. Employees clock in and clock out on the Eagle system when their shift begins or ends, or they go on break. 2. Time transaction information is automatically sent to a temporary file on the TimeClock Plus PC. 3. Time transaction information is merged into TimeClock Plus. 4. At the end of a pay period, time transactions are transferred from the TimeClock Plus PC to the Eagle payroll system (optional). Who Should Use This Guide This guide is for anyone responsible for setting up or monitoring time and attendance using TimeClock Plus. How This Guide Is Organized The following table presents a brief description of each chapter in this guide. In this chapter 1 Using This Guide 2 Installing TimeClock 3 Setting Up TimeClock You ll find The structure and conventions used in this guide that will help you find the information you need. The procedures for installing the TimeClock programs. Instructions for getting your system ready to enter time transactions, and transfer information using the TimeClock software. 5

8 4 Clocking In and Clocking Out 5 Transferring Time Transactions 6 Troubleshooting Instructions for clocking in and clocking out, and reviewing the error log. Instructions for transferring information from the TimeClock Plus program to your Eagle system. Information that you can use to help you solve problems and interpret error messages. Conventions Used In This Guide The following style conventions should help you use the guide more efficiently. Convention Entries Footers Important Keys Messages Multistore Notes Tips Description Actual entries you type at the terminal keyboard appear in boldface type. For example, type TCLOCK. At the bottom of every page is a footer that can guide you when looking up information. See the bottom of this page for an example of a footer. Important information describes the consequences of completing or not completing a procedure. For example, if you delete an item you also delete the sales history. Important information begins with this symbol The keys you press to perform a function appear in boldface type inside angle brackets. For example, press <Enter>. The messages and prompts you receive from the system are presented in special type. For example, THIS RECORD HAS BEEN ADDED. Multistore user notes contain special information. For example, a multistore user note may tell you to repeat a procedure for each store on your system. Notes contain special information. For example, a note may tell you to skip a procedure if you don t have a certain software package. Tips provide an alternate method for completing a task. 6

9 Where To Get Help Use the following table to help you turn to the right source when you have questions. For questions about Setting up the Eagle system for TimeClock An error message or solving a problem Training classes and seminars Clocking in or clocking out Transferring information from the TimeClock Plus PC to your Eagle system Using the TimeClock Plus software Do the following Check this guide and QuickTip videos. If you can t find the answer, call the Eagle Advice Line at 1(800) Check this guide and QuickTip videos. If you can t find the answer, call the Eagle Advice Line at 1(800) Visit to view available online training courses, or call your CER (Customer Education Representative) at 1(800) Check this guide and QuickTipvideos. If you can t find the answer, call the Eagle Advice Line at 1(800) Check this guide and QuickTips. If you can t find the answer, call the Eagle Advice Line at 1(800) Refer to your TimeClock Plus for Windows manual or online help. If you can t find the answer, call the Eagle Advice Line at 1(800) Viewing QuickTip Videos In addition to this guide and online help, video tutorials are also available. These tutorials are called QuickTip videos and they display as a short video clip. To access the QuickTip videos for TimeClock Plus, follow this procedure: 1. From the Eagle Browser window, click the Help button on the toolbar. Or, from the Network Access window, click Help (from the menu bar at the top of the window) and select Network Access Help Topics. 2. The Help Topics window displays. From the Contents tab, open the TimeClock Plus book and then open the QuickTip Videos topic. If You Have Comments About This Guide If you have any suggestions or comments about this guide, go to and submit a Document Change Request (DCR) form. 7

10 2 Installing TimeClock This chapter describes the steps you need to complete to install TimeClock software on your system. It is recommended that you first read this chapter to become familiar with the install process. Then after reading the chapter, complete the installation procedures. Important If TimeClock Plus 2.0 is currently installed, stop here. Do not continue. You must first install TimeClock Plus 3.0 before installing 4.0. Go to Appendex A at the end of this guide. Complete the steps for installing 3.0. Then return to this chapter to continue with the 4.0 installation. TimeClock Software To run the TimeClock software program, you will use both your Eagle system and TimeClock Plus software. Review the following to become familiar with these programs (and their associated icons). TimeClock software on your Eagle system. You use this software to clock in and clock out. The buttons are located on the Toolbar in the Eagle Browser window. WAR-FTPD file transfer. This software transfers time transactions between the TimeClock Plus PC and the Eagle system. The icon displays in the system tray on the PC desktop. TimeClock Plus Auto Import. Once time transactions are imported from your Eagle system, this merges them into the TimeClock Plus software. The icon displays in the system tray on the PC desktop. TimeClock Plus Manager. Use this to review and manage time transactions that you transferred from your Eagle system. Also use it to transfer time transactions to your 8

11 Eagle Payroll system at the end of a pay period. Access the TimeClock Manger from a short cut you place on your PC desktop or from the Programs menu on your PC. Hardware, Software, and Other Requirements Before installing the TimeClock software, verify the following: Your Eagle system is on software Level or higher. The TimeClock software is enabled on your Eagle system. The TimeClock server PC meets the minimum requirements. The person installing the TimeClock software has access to Function TCLOCK (this requires security bit 384). The Eagle system has a working network connection to the TimeClock server computer. Checking Your Current Level of Eagle Software Your system must be on software Level or higher. To check this: 1. At the Main Menu, or from Network Access at the Function prompt, type PCO and press <Enter>. 2. In the Show PCO Level screen, check the Programs field at the top of the screen. This is the current software level for your system. If the PCO level is less than , call the Eagle Advice Line at 1(800) to request current software. 3. Press <End> to exit the screen. Verifying Software Is Enabled TimeClock software needs to be enabled on your Eagle system. To verify this: 1. From the Main Menu, or from Network Access at the Function prompt, type MSO and press <Enter>. 2. From the Modify Software Options screen, press <Home>to move your cursor to the Screen field and type 6. Press <Enter>. 3. Verify there is a Y next to the Timeclock Available? field. 4. Press <End> to exit. If the software flag has not been enabled, contact the Eagle Advice Line at 1(800)

12 TimeClock Server PC Requirements This is the computer that will be the TimeClock server. The TimeClock Plus data and program files are stored on this computer. The minimum requirements are as follows: network interface card a working network connection to the Eagle system Pentium 66 or higher processor Windows 95 or later or Windows NT 4.0 or later 10 MB available hard disk space 16 MB RAM (32 MB recommended) keyboard and pointing device (such as a mouse) CD-ROM drive TimeClock Plus 4.0 Installation Overview This section provides an overview of the installation process. Important If TimeClock Plus 2.0 is currently installed, stop here. Do not continue. You must first install TimeClock Plus 3.0 before installing 4.0. Go to Appendex A at the end of this guide. Complete the steps for installing 3.0. Then return to this chapter to continue with the 4.0 installation. The following is a summary of the installation procedures. 1. Pre-Installation Steps for TimeClock Plus 3.0 Users 2. Install the TimeClock Plus 4.0 Server programs and convert any prior version 3.0 data 3. Install the File Transfer Software 4. Install the TimeClock Plus 4.0 Client Programs (optional) Pre-Installation Steps for TimeClock Plus 3.0 Users Prior to installation, you must log out all users and close all TimeClock programs including the AutoImport program and the WAR-FTP server. WAR-FTP and AutoImport run in the system tray (the system tray is usually found in the lower right corner of the PC desktop). 10

13 1. On the Eagle system, use Function COUT to log all users out of the TimeClock programs. 2. On the TimeClock server PC, back up the TimeClock 3.0 data directory, normally located in C:\Program Files\TimeClock Plus\Data for TimeClock 3.0. Copy the data directory on the TimeClock server PC to another location on the hard drive (and not in the folder that currently contains the data directory) or to another computer on the network. To determine the location of the data, open TimeClock Manager 3.0 and from the File menu, select Company. The location of the data is on the same line as the company name. Write down the location of data directory, you will need it later during the installation. Then close the TimeClock Manager 3.0 window. 3. On the TimeClock server PC, exit the AutoImport program (a yellow clock icon in the system tray). Right click the AutoImport icon to display the TimeClock Plus AutoImport window. Click the X in the upper right corner of the window. A warning dialog displays. Click Yes to exit the program. 4. On the TimeClock server PC, exit the WAR-FTP Server (an icon in the system tray with a yellow background and FTP in red letters). Right click the FTP icon in the system tray. Click Exit. 5. If you currently use any TimeClock Plus 3.0 add-on software, such as Export Module or Job Costing, you must contact Data Management Inc. to obtain the activation key(s) for TimeClock Plus It is recommended that you also close any other applications that are running on the TimeClock server PC. If the Activant Eagle for Windows Listener program is running on this PC, you must close that program before installing the TimeClock Plus 4.0 programs. Once you ve completed the pre-install steps, continue with the next section to install the 4.0 programs. Installing the TimeClock Plus 4.0 Server Programs Read the information that displays on the screen during the installation and follow these steps to install the software. 1. At the TimeClock Plus server PC, insert the TimeClock CD-ROM into the drive. Double click the My Computer icon. 2. Double click the CD-ROM drive icon. Double click the setup file. 11

14 3. When asked to close all TimeClock Plus or War FTP applications, click Next. (You should have closed all applications during the pre-installation section, if not, click Cancel and return to the pre-installation section.) 4. When asked to select the programs to install, verify that both boxes are checked. If not, click each box to display the check mark. Click Next. 5. When told that Setup is ready to launch the InstallShield Wizard, click Next. Remember, if during the installation, the InstallShield Wizard asks to restart your PC, don t. Leave the CD-ROM in the drive and select the option for No, I will restart my computer later. 6. When told that the InstallShield Wizard will install TimeClock Plus 4 on your computer, click Next. 7. When the License Agreement displays, review and then click Yes. 8. In the Customer Information dialog, make any changes required to Company Name. At Serial Number, enter M 405XE868. Click Next. 9. When asked to choose a destination location, accept the default destination folder by clicking Next. If installing TimeClock Plus for the first time, the default is C:\Program Files\TimeClock Plus. If upgrading from TimeClock Plus 3.0, the InstallShield Wizard will default to the 3.0 location. Click Yes to install 4.0 in the same location as 3.0. The InstallShield Wizard will then install the 4.0 programs in the same location as 3.0 and automatically remove the 3.0 programs. 10. When asked to select components, accept the default list of selected TimeClock Plus components by clicking Next. 11. When the InstallShield Wizard Complete dialog displays, click Finish. 12. When asked about registering TimeClock Plus 4.0 now, click No. Then click OK to close the information dialog about registering. Installing the File Transfer Software When the TimeClock Plus 4.0 software installation is complete, the installation program automatically proceeds to the next step, installing the War FTP program. During the installation, always accept the default options to ensure proper operation. 1. When told that Setup is ready to launch the install program for War FTP, click Next. 2. When asked for the destination path, accept the default by clicking Next. The default is C:\Program Files\War-ftpd. 3. When asked to select the installation type, accept the default by clicking Next. The default is Typical. 4. When asked to select the program folder, accept the default by clicking Next. The default is War FTP Daemon. 12

15 5. When asked to finish the installation, click Finish. 6. When told that the installation is complete, click OK. Ignore the message to restart your machine. Do not restart your machine. Finishing the Installation When the War FTP software installation is complete, the installation program automatically proceeds to the next step, finishing the installation. During this step, the program will configure the system and complete the installation of Time Clock Plus When asked to finish the installation of TimeClock Plus 4.0 for Eagle, click Finish. 2. When told that the installation is complete, click OK. 3. On the PC desktop, close the CD-ROM drive window and remove the CD-ROM from the drive. Continue with the next section, Completing the Installation. Do not reset your PC until you complete that section. Completing the Installation The remaining tasks include the following: Eagle Function TCLOCK Setup TimeClock Plus Company Setup (if this is a new install) Converting TimeClock Plus 3.0 Data to 4.0 (if upgrading from TimeClock Plus 3.0) Restart the TimeClock Plus server PC Additional setup steps (if this is a new install) Eagle Function TCLOCK Setup 1. From the Main Menu, or from Network Access at the Function prompt, type TCLOCK and press <Enter> to display the Time Clock Setup screen. TCLOCK contains the settings used by the Eagle system to send clock transactions to the TimeClock server PC. 2. At Store, enter your store number. 3. At TimeClock Plus Version, type At Network Address, type the network IP address of the TimeClock server PC. To determine the network IP address of a Windows 95 and 98 PC: Click the Start button and then click Run. Type winipcfg and press <Enter>. The IP Configuration window displays. From the drop-down list, select the PC network card. Write down the numbers in the IP Address box, to enter in TCLOCK. 13

16 To determine the network IP address of a Windows NT and Windows XP PC: Click the Start button and then click Run. Type cmd and press <Enter>. A DOS window displays. Type ipconfig /all and press <Enter> (there is a space between ipconfig and /all). The IP address displays. Write down the address to enter in TCLOCK. 5. At Retry Delay, type At Retry Loop, type Y. 7. Press <Change> to save your work. 8. Multistore: Complete steps 2 through 7 for each store. 9. Press <End> exit. TimeClock Plus Company Setup Complete this section if this is a new installation (and not an upgrade from TimeClock Plus 3.0) of TimeClock Plus 4.0 software. 1. On the TimeClock server PC, open the TimeClock Manager. To do this, click Start, point to Programs, and then point to TimeClock Plus 4.0. Click TimeClock Manager. 2. When told that there are no companies currently set up, click OK. 3. In the Company Information dialog, enter an ID Number and a Name. Click Next. 4. When asked about the data directory, accept the default by clicking Next. The default is C:\Program Files\TimeClock Plus\Data. 5. When asked about converting data, click No. 6. In the Company Settings dialog, enter the Sick Job Code, Vacation Job Code, and Period Base Date. Click Finish. This window contains the settings for the Period Base Date and the sick and vacation job codes (departments). The Period Base Date is the starting day for the first week that you will be using TimeClock Plus. TimeClock Plus bases overtime calculations on a 7-day workweek. A typical workweek is Sunday to Saturday. For example, if you calculate overtime on a period from Sunday to Saturday and today is Wednesday, you should enter the date of the previous Sunday (assuming you are going to start using the TimeClock Plus software immediately). Do no confuse the Period Base Date with your pay frequency. For example, you may pay on the 1st and the 16th, but neither the 1st nor the 16th represent the beginning of a 7-day workweek. You must enter the first day of the 7- day workweek and not the first day of your pay period is in this field. The sick and vacation job codes are numeric codes that represent sick and vacation throughout the TimeClock Plus system. Once set, these codes cannot be changed without re-creating a company. 14

17 7. When asked if the period base date is correct, verify the information is correct and then click Yes. 8. When asked to run the setup wizard, click Ok. Double-click the company name to select it. 9. When asked to run the Quick Setup Wizard, click No. 10. Close the TimeClock Manager window. 11. Restart the TimeClock server PC. Converting TimeClock Plus 3.0 Data If you are upgrading from TimeClock Plus 3.0 to TimeClock Plus 4.0, complete this section to convert your existing 3.0 data. If this is a new installation of TimeClock Plus 4.0, skip this section. 1. From the TimeClock server PC, open the TimeClock Manager. 2. From the list in the Select Company window, click your company once to highlight it. Click Edit. 3. Verify that the Data Directory is: C:\Program Files\TimeClock Plus\Data. Click Ok to close the window and return to the Select Company window. 4. Click Select. Click Yes to convert the data now. 5. If you did not backup your data earlier, click Yes to make a backup copy now. If you did make a backup copy during the pre-installation steps, click No. TimeClock Plus then converts the 3.0 data for use with the 4.0 programs. 6. Close the TimeClock Manger window. 7. Restart the TimeClock server PC. Installing the TimeClock Plus 4.0 Client Programs The Client install is optional. The Client programs are used only if you need to access the TimeClock programs on the TimeClock server PC from another PC (the PCs are connected via a network). If you are not sure if you want to do this, you can complete the Client install at a later date. Tip: To obtain the computer name of the TimeClock server PC: 1. On the TimeClock server PC, right click on the Network Neighborhood icon. 2. Select Properties. 3. Click on the Identification tab. 4. Write down the name in the Computer Name field. 15

18 1. To enable the client PC to access the TimeClock Plus data on the TimeClock Plus server PC, a network share must be created for the directory where TimeClock Plus is installed. If you are unsure how to do this, consult with your network administrator. The TimeClock Plus folder on the server PC should be available to all client PCs. 2. During the TimeClock Plus install on the server PC, a file named CLSETUP.EXE is installed in the TimeClock Plus folder. This file is used by the client PC to install and update the necessary files for running TimeClock Plus from the client PC. Each client PC will require access (full control) to this file and all of the other files in the TimeClock Plus folder. If you are unsure about setting permissions on files, consult with your network administrator. 3. At the client PC, browse to the shared network folder you created on the server PC. 4. Double click the program file, clsetup.exe. 5. When told that the InstallShield wizard will install TimeClock Plus 4.0, click Next. 6. When the License Agreement displays, review and click Yes. 7. When prompted for the TimeClock folder location, click Browse to select the mapped drive (if you had previously mapped the shared folder as a drive) or type the path to the folder. For example, if you shared the folder as TCLOCK on the server PC named SERVER then the path name would be \\SERVER\TCLOCK. 8. Click OK. The folder location screen displays with the directory information filled in. Click Next. 9. Click the drive where you installed the TimeClock Plus 4.0 server programs. Click OK. The folder location screen displays with the directory information filled in. Click Next. 10. The client install will prompt you to select the applications that will be run from the client PC. Select the applications by placing a check next to each. 11. The client install will prompt for user information, company name and serial number. 12. Click Finish. Installation Complete You ve now completed the installation of TimeClock Plus 4.0. If this is a new installation, stop here and go to the next chapter, Chapter 3 Setting Up TimeClock. Complete that chapter to set up TimeClock Plus 4.0. If this installation was an upgrade from TimeClock Plus 3.0 to 4.0, continue reading to learn about new features. 16

19 Important New Features of TimeClock Plus 4.0 You ve now completed the installation of TimeClock Plus 4.0. There are two new features of TimeClock 4.0 that you ll want to review before using TimeClock: New window at startup, AutoImport window. New procedures for clocking in and clocking out. AutoImport 4.0 Window At startup on the TimeClock server PC, a new window displays. The window title is AutoImport. Do not close the window. You must minimize the window. In the upper corner of the window, click the icon to minimize the window and place it in the PC taskbar. Do not click the X to close the window. Do not click the Close or Configure buttons. Clocking In and Clocking Out The procedures that you used with TimeClock Plus 3.0 for clocking in and clocking out will still work. You can use Function CIN and Function COUT. In addition to those functions, you can now clock in and clock out from the Eagle Browser. From the browser window, Clock In and Clock Out are available from the Action menu or buttons on the toolbar. The following is an example of the Clock In window. 17

20 The following is an example of the Clock Out window. 18

21 3 Setting Up TimeClock This chapter describes the steps you need to complete to set up the TimeClock application on your system. It includes: setting up security setting up the default upload directory for Payroll adding employee information on the Eagle system adding employee information on the TimeClock Plus program Complete the setup procedures in this chapter only after you have installed the TimeClock programs. Refer to Chapter 2 Installing TimeClock, for the installation procedures. Setting Up Security To access Functions TCLOCK, CIN, or COUT, you need to add the following security bit(s) to your user ID in Function MSE (Modify Security File) or in the Security Maintenance window (Eagle for Windows): Bit allows access to Function TCLOCK Bit allows access to Function CIN and Clock In from Eagle Browser Bit allows access to Function COUT and Clock In from Eagle Browser Note: You can restrict access to Function CDT (Change Date and Time) with bit 91. If an employee does not have bit 91, they cannot change the time before clocking in or out. Setting the Payroll Default Upload Directory If you use Eagle Payroll to upload time transactions, you must set the default upload directory. 1. Start the TimeClock Manager. 2. From the menu bar, select Reports. 3. From the Reports Menu, select Pay Period. The TimeClock Reports window displays. 4. Select the Export button at the bottom of the screen. The Export Payroll Data screen displays. 5. In the Export Format field, select Triad Payroll Export. 19

22 6. In the Export Filename field, type C:\3APPS\HOURFILE. 7. Click the Process button at the bottom of the screen. 8. Close the window. Adding Employee Information This section describes how to set up employee numbers and department/job codes on your Eagle system and TimeClock Plus program. You must have the same employee numbers and department/job codes on each system. If you do not, information cannot be transferred. Tip: For additional information on adding employee information, view the Quick Tip videos. For additional information on Quick Tip videos, see Chapter 1, the section Using QuickTip Videos. Adding Information to the Eagle System This section describes how to add TimeClock employee numbers and department/job codes to each employee User ID (in Function MUR or the Security Maintenance window). The User ID is required when clocking in and clocking out. Before you begin, print a list of your employee numbers and department codes from Function PEMU (if you use the Eagle Payroll application). You can view employee information in Function PEMU, Option 2, or print the information in Function PEMU, Option 4. You can add information using Function MUR or in the Security Maintenance window. Both methods are described in this section. Security Maintenance Window To add employee numbers and department/job codes using the Security Maintenance window, do the following: 1. From the Eagle Browser, click System Management Menu, then click Security Maintenance. 2. From the Security Maintenance window, click Misc. Click Add/Change/Delete User, then click Change a User. 3. In the Select a Store field, leave the default of 1 if you only have one store, or select the appropriate store if you are multistore. Then click OK. 4. In the User field, select the user name for an employee from the drop-down list, and click OK. 20

23 5. At Employee Number, type the number you use to identify this employee in Function PEMU. If you do not use the Eagle Payroll application, you still must enter an employee number. Create your own employee numbering scheme. 6. At Department/Job Code, type the department number from Eagle Payroll or assign a job code to this employee. This field is optional. If you do not enter a department/job code for an employee, he will need to enter his department/job code each time he clocks in. This field is numeric only. Enter a maximum of ten numbers. If you do not know the Eagle Payroll department code, display the employee in Function PEMU, Option 2. The department code is in field 18 on Screen 1. For example: A department/job code can be: The existing department codes already used in Eagle Payroll. Use these department codes as job codes in TimeClock Plus. A set of codes you create that identify the different jobs employees do in your organization, such as bookkeeping, working POS, or working at a store location. You define these job codes in TimeClock Plus. 7. Click <Change>. 8. Repeat steps 2 through 7 for each employee. Multistore: Link employee numbers and department/job codes for all stores the employee will be clocking in and clocking out. Continue with the next section to enter employee information that will be used by the TimeClock Plus program. Function MUR To add employee numbers and department/job codes using Function MUR, do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type MUR and press <Enter>. 2. At User, type the User ID for an employee and press <Display>. 3. At Employee Number, type the number you use to identify this employee in Function PEMU. If you do not use the Eagle Payroll application, you still must enter an employee number. Create your own employee numbering scheme. 4. At Department/Job Code, type the department number from Eagle Payroll or assign a job code to this employee. This field is optional. If you do not enter a department/job code for an employee, he will need to enter his department/job code each time he clocks in. This field is numeric only. Enter a maximum of ten numbers. If you do not know the Eagle Payroll department code, display the employee in Function PEMU, Option 2. The department code is in field 18 on Screen 1. For example: A department/job code can be: 21

24 The existing department codes already used in Eagle Payroll. Use these department codes as job codes in TimeClock Plus. A set of codes you create that identify the different jobs employees do in your organization, such as bookkeeping, working POS, or working at a store location. You define these job codes in TimeClock Plus. 5. Press <Change>. 6. Repeat steps 2 through 5 for each employee. Multistore: Link employee numbers and department/job codes for all stores the employee will be clocking in and out. 7. Press <End> to exit. Continue with the next section to enter employee information that will be used by the TimeClock Plus program. Adding to TimeClock Plus You must set up the following before using TimeClock to clock in: Create a master job code list Add employee records Link job codes to employee records Note: You must have the same employee numbers and department/job codes set up on both your Eagle system and in the TimeClock Plus program. Creating a Master Job Code List 1. Open the TimeClock Manager program. Click the Start button and then point to Programs. Point to the TimeClock Plus 4.0 folder and then click TimeClock Manager. 2. On the Configuration menu, click Master Job Code List. Two job codes display, sick time and vacation time. However, you cannot use these codes to clock in. You must create at least one additional code. 3. Click Add. Add job codes to: define your Eagle Payroll departments or represent the various jobs that employees do at your company Tip: If you want to process payroll by location, use the job code or the employee number to indicate the location. For example, use the first number of the employee number to indicate the store location. Store 1 employees would 22

25 then be numbers 101, 102, 103 and so on. Store 2 employees would be 201, 202, 203, and so on. Refer to your TimeClock Plus for Windows manual (or TimeClock Plus 4.0 online help) for more information about adding these codes. 4. Click Exit when you have completed adding job codes. Adding Employee Records Add employee records to match the Eagle system. 1. On the Employee menu, click Add. 2. At Employee Number To Add, enter the Employee Number from your Eagle system (created in either Function MUR or the Security Maintenance window). This field must match the code from your Eagle system. 3. Click OK. The Personal Information Screen displays. 4. Click anywhere in the Employee Code field (on the right side of the screen). 5. Enter the Employee Number from your Eagle system (created in either Function MUR or the Security Maintenance window). This field must match the code from your Eagle system. 6. Fill in the rest of the Personal Information fields. Do not click OK. Refer to your TimeClock Plus for Windows manual (or TimeClock Plus 4.0 online help) for more information about adding employees. 7. Continue with the next section. Do not click OK. Linking Job Codes to Employee Records You must link job codes to the employee record so the TimeClock Plus program can compare them to the Department/Job Code field in your Eagle system (either Function MUR or the Security Maintenance window) when employees clock in. 1. With the Personal Information Screen displayed, click on the Jobs tab to display the Job Code Screen. Two job codes already exist, sick time and vacation time. However, you cannot clock in with these codes. You must enter at least one additional code. 2. Click Add. 3. Enter a job code from the Master Job Code List. 4. Click OK. You have now completed the setup procedures and are ready to use TimeClock on your Eagle system. Chapter 4, Clocking In and Out, explains how to clock in and clock out. 23

26 If you are using Eagle software, continue with the next section before reading chapter 4. Receiving TimeClock Notification By If you are using Eagle software, you can receive an message if clock in or clock out errors occur. If you are not using , refer to Chapter 4, Clocking In and Out, for information about reviewing error messages. To receive information by , do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type MAILOPT and press <Enter>. 2. Press <Next Screen> to display the second screen. 3. At Time Clock Notification, enter the Login Name or distribution list to whom you want TimeClock errors reported. 4. Press <Change>. Press <End> to exit the screen. 24

27 4 Clocking In and Clocking Out This chapter describes how to clock in and out on your Eagle system. It describes the procedures for: clocking in clocking out reviewing who has clocked in closing your week reviewing the activity log About Clocking In and Clocking Out There are two methods available for clocking in and clocking out. The first method is to use any terminal connected to your Eagle system to access the CIN and COUT functions or the Clock In and Clock Out windows from the Eagle Browser window. The second method is to use a PC and the TimeClock Plus program. It is important that you review these two methods and determine which method each of your employees will use. Important An employee must use only one method of clocking in and out. You should not, for example, clock in using the Eagle TimeClock software (Function CIN or the Eagle Browser) and clock out using the TimeClock Plus software. If you do, your Eagle system will not know that you have clocked out and will not allow you to clock in again until you have correctly clocked out. The following sections in this guide describe the clocking in and clocking out procedure using Function CIN and Function COUT, and the Clock In and Clock Out buttons in the Eagle Browser window. For more information about clocking in and clocking out using the TimeClock Plus software on a PC, refer to the TimeClock Plus for Windows manual. Tip: For additional information on clocking in and clocking out, view the Quick Tip videos. For more information, see Chapter 1, the section Using QuickTip Videos. 25

28 Clocking In Using the Eagle Browser You clock in at the start of your shift or at the end of a break at any PC with an Eagle Browser window. To clock in, do the following: 1. From the Eagle Browser window, click the Clock In button on the toolbar (or select Clock In from the Action menu). The window displays: 2. Fill in your name and password. 3. At Department/Job Code, do one of the following: If your default department/job code has already been entered in Function MUR or the Security Maintenance window, you can skip this step. If your default department/job code has not been entered in Function MUR or the Security Maintenance, type it in this field now. If you have multiple job codes assigned and want to clock in using a code other than the default code, enter it now. 4. At Signon to Terminal, select N or Y. Select N if you want to clock in only. Select Y if you want to clock in and also sign on to this terminal. 5. Click Clock In on the toolbar (or select Clock In from the Action menu). A message displays indicating that the user is clocked in. Clocking Out Using the Eagle Browser You clock out at the end of your shift or at the start of a break at any terminal connected to your Eagle system. Note: Clock Out (F10) does not sign you off the terminal. Use Sign Off (F8) if you want to also log off from the terminal. 26

29 To clock out, do the following: 1. From the Eagle Browser window, click the Clock Out button on the toolbar (or select Clock Out from the Action menu). The window displays: 2. Fill in your name and password. 3. At Break, select N or Y. Select N if you want to clock out for the day. Select Y if you want to clock out for a break. 4. Click Clock Out on the toolbar (or select Clock Out from the Action menu). A message displays indicating that the user is clocked out. Clocking In Using Function CIN You clock in at the start of your shift or at the end of a break at any terminal connected to your Eagle system. To clock in, do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type CIN and press <Enter>. The Clock In screen displays. 27

30 2. At Your Name, type your User ID, from Function MUR or the Security Maintenance window. 3. At Your Password, type your password. If you do not have a password, press <Enter>. 4. At Signon to Terminal, type N or Y. Type N if you want to clock in only. Type Y if you want to clock in and sign on to this terminal. Note: If you are not familiar with signing on to a terminal, refer to the Eagle online help topics found in the Security book (located under the System Management book). 5. At Department/Job Code, do one of the following: If your default department/job code has already been entered in Function MUR or the Security Maintenance window, you can skip this step and continue with step 6. If your default department/job code has not been entered in Function MUR or the Security Maintenance window, type it in this field now. If you have multiple job codes assigned and want to clock in using a code other than the default code, enter it now. 6. Press <Run>. A message displays indicating that the user is clocked in. Clocking Out Using Function COUT You clock out at the end of your shift or at the start of a break at any terminal connected to your Eagle system. 28

31 Note: Function COUT does not sign you off the terminal. Use Function SIGNOFF if you want to also log off from the terminal. To clock out, do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type COUT and press <Enter>. The Clock Out screen displays. 2. At Your Name, type your User ID from Function MUR or the Security Maintenance window. 3. At Your Password, type your password. If you do not have a password, press <Enter>. 4. At Break?, type N or Y. Type N if you are clocking out at the end of your shift. Type Y if your are clocking out for a break. 5. Press <Run>. A message displays indicating that the user is clocked out. Reviewing the Who s Here List Once an employee has clocked in on the Eagle system, the information automatically transfers to the TimeClock Plus PC. This section describes how to access the Who s Here list in TimeClock Plus to verify who has clocked in. For more information about using the Who s Here list, refer to your TimeClock Plus for Windows manual. To view the TimeClock Plus Who s Here list, do the following: 1. Open the TimeClock Manager. 2. From the Tools menu, click Who s Here. A list of clocked in employees displays. 29

32 3. Review the list of employees. If an employee has clocked in but you do not see the information displayed, refer to Chapter 6 Troubleshooting, for help. 4. Click Exit to close the Who s Here list. Closing the Current Week in TimeClock Plus The TimeClock system requires you to close your week once every week, regardless of when your pay period ends. The information is not lost, only moved to a history file and is always available for transferring to the Eagle system. You can close the week anytime up to seven days after the end of that week. If you do not close the week, however, employees will be unable to clock in or clock out. To close a week in TimeClock Plus, do the following at the TimeClock Plus PC: 1. Open the TimeClock Plus Manager. 2. From the File menu, click Close current week. An alert message appears and indicates which week you are about to close. 3. Click Yes to continue. The week closes. 4. Click Complete to close the window. Refer to your TimeClock Plus for Windows manual for more information. Reviewing the TimeClock Activity Log When an employee clocks in or out, the information displays in the Timeclock Activity Log. If an employee has trouble clocking in, you can review this log for information about the problem. Note: The TimeClock Activity Log is limited to 2000 lines and old information is cleared by nightly maintenance. This information is not printed on the bootlog. To review the TimeClock Activity Log, do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type SHOWLOG and press <Enter>. 2. Down arrow to highlight the TimeClock Activity Log and press <Enter>. The log displays. 30

33 3. Review the log for any error messages. For information about the error messages, refer to Chapter 6 Troubleshooting. Note: You can print information from the log by pressing <Print>. 4. Press <End> twice to exit. 31

34 5 Transferring Time Transactions This chapter describes how to transfer time transactions from the TimeClock Plus program to your Eagle Payroll system. It includes information to: Create the time transactions file you will export from the TimeClock Plus program to your Eagle system. Merge the time transactions into your Eagle Payroll system. Check for error messages in the TimeClock Activity Log. Transferring Time Transactions At the end of each pay period, transfer your time transactions to the Eagle System. Transferring time transactions involves two steps: Creating the time transactions file Merging the time transactions file into your Eagle Payroll system Tip: For additional information on transferring time transactions, view the Quick Tip videos. For more information, see Chapter 1, the section Using QuickTip Videos. Creating the Time Transaction File To create the time transaction file, do the following on the TimeClock Plus PC. Note: If you are using the Eagle Payroll application, Function PTTU must be cleared of any transactions before creating the time transaction file. 1. Open the TimeClock Manager. 2. From the Reports menu, click Pay Period. The TimeClock Reports window displays. 32

35 3. In the Payroll window, verify there is an asterisk (*) next to Complete Payroll. If there is not an asterisk, click on Complete Payroll. An asterisk will display. 4. Using the drop-down box in the upper right corner, select the pay period you want to close. Dates are entered in the Print Reports From fields based on the pay period you selected. 5. Verify that the dates entered in the Print Reports From fields are correct.click Export. The Export Payroll Data window displays. 33

36 6. From the Export format list, click Triad Payroll Export. In the Export Filename field, type C:\3APPS\HOURFILE. Do not click the Split export by job code check box. 7. Optional: If you are processing payroll by location, click Criteria. Enter the employee number or job code range for the location you want to process. Click OK. 8. Click Process. A status window displays and closes when processing is complete. 9. Click Exit to close the window. 10. Click Exit again to close the window. Merging the Time Transaction File To merge the time transactions file into your Eagle Payroll system, complete the following procedure from your Eagle system. 1. From Network Access, from the File menu, click Payroll Upload. 2. On the File menu, click Payroll Upload. The Upload File dialog displays. A message displays when the transfer is complete. Click OK. Note: If the file already exists, a prompt displays asking you if you want to upload the new file over the existing file. 3. From Network Access at the Function prompt, type PTTU and press <Enter>. 34

37 4. Type 6 (for Generate Standard Payroll) and press <Enter>. 5. At the prompt, Generate From TimeClock?, type Y and press <Enter>. 6. At the prompt, Pay Salaried Employees Salary?, type Y or N. If you type Y, Function PTTU does not use the regular hours from TimeClock and it creates a transaction with zero regular hours. Continue with step 7. If you type N, the employee is like an hourly employee and the regular hours from TimeClock are transferred to the regular hours for the payroll transaction. Skip step 7 and go to step At the prompt, Adjust for Vacation, Sick, and Holiday Hours?, type Y or N. This question only applies to salaried employees and not to hourly employees. If you type Y, then salaried employees will have these hours subtracted from the SAL (salaried) hours on their check. They will not get extra pay for these hours. However, they do get overtime, if that applies. If you type N, then salaried employees will have these hours added to the SAL (salaried) hours on their check. They will then get paid more than their normal salary. 8. The following prompts display: 1. Pay Period Ending Date 2. Paying Employees With Pay Frequencies 3. Holiday Hours This Period These are the same questions you would normally see in Function PTTU, #1 (Add Transactions). Enter your answers for these questions and continue with your normal procedure for calculating payroll. For more information, refer to your Payroll Workbook. Reviewing the Log Information Information about the time transaction file transfer is recorded in the TimeClock Activity Log. You can access this log by entering SHOWLOG at the Main Menu or from Network Access at the Function prompt. The TimeClock Activity Log will record messages about errors that occurred during the file transfer of time transactions from the TimeClock Plus program on the PC to the Eagle system Payroll application. Transfer errors will occur if: The data is not for a standard payroll transaction. A standard transaction cannot include an employee record that requires manual distribution to General Ledger. You can determine this by checking Function PCON, field #17. If this field is set to A (for always distribute), then a time transaction record will not be created in Function PTTU. If this 35

38 field is set to S (for selectively distribute), then a time transaction record will not be created in Function PTTU if Function PEMU, field #39 is set to Y. The data is for a terminated employee. The employee does not fall within the pay frequency selected in Function PTTU. An employee number or job code in TimeClock does not match the Employee Number or Department/Job Code fields in Function MUR or the Security Maintenance window. 36

39 6 Troubleshooting This chapter provides information about solving TimeClock error messages, including: solving problems on your Eagle system solving problems on your TimeClock Plus PC retrying a transfer after you have corrected an error answers to commonly asked questions Receiving TimeClock Notification By If you are using Eagle software, you can receive an message if clock in or clock out errors occur. If you are not using , refer to Chapter 3 Clocking In and Clocking Out, for information about reviewing error messages. To receive information by , do the following: 1. At the Main Menu, or from Network Access at the Function prompt, type MAILOPT and press <Enter>. 2. Press <Next Screen> to move to the second screen. 3. In the Time Clock Notification field, enter the Login Name or distribution list to whom you want Time Clock errors reported. 4. Press <Change>. 5. Press <End> to exit the screen. Eagle Error Messages This section describes error messages that may display in Function TCLOCK, when clocking in or clocking out, or in the Application Error Log. 37

40 Function TCLOCK, Sign In, and Sign Out Error Messages The following table includes a list of error messages. In the Problem/Solution column is a description of the problem that caused the error along with a solution. Error Message Program access not available, please press <enter> Program access not allowed, please press <enter> Individual is already clocked in Password invalid Transaction saved. Connection attempt to TimeClock server failed. Transaction Saved. TimeClock Plus server is offline or mis-configured. Department/job code required Invalid job code Invalid name User not clocked in Individual is already clocked out No TCLOCK record for Store: Problem/Solution The TimeClock package is not installed. You may not have the security required to access these screens. See Setting Up Security in Chapter 3. This employee has already clocked in. He must clock out before he can clock in again. The password you typed is invalid. Try retyping the password again. If you still receive this error message, contact your manager to correct your password in Function MUR or the Security Maintenance window. The TimeClock PC is not working, its Network (IP) address is incorrect, or WarFTP is not running. To verify the Network Address, refer to Chapter 2, the section, Setting Up Function TCLOCK. AutoImport is not running or is not set up correctly. Transaction will automatically be retried. You did not enter a department/job code when signing in and there is no default code set up (in Function MUR or the Security Maintenance window). You need to enter a department/job code when clocking in, or set up a default. The job code entered is not set up in TimeClock Plus, was entered incorrectly, or is not set up as clockable in TimeClock Plus. The User ID you entered is not set up in Function MUR or the Security Maintenance window. The employee has not clocked in. You cannot clock out without first clocking in. The employee has already been clocked out. You need to set up Function TCLOCK for the store indicated in the error message. 38

41 TimeClock Activity Log Information about clocking in, clocking out, and the time transaction file transfer is recorded in the TimeClock Activity Log. You can access this log by entering SHOWLOG at the Main Menu or from Network Access at the Function prompt. The TimeClock Activity Log will record messages about successful clock in and clock out records created and transferred to TimeClock Plus. In addition, messages are generated for errors that occurred during the file transfer of time transactions from TimeClock Plus to the Eagle Payroll application. Transfer errors will occur if: The data is not for a standard payroll transaction. A standard transaction cannot include an employee record that requires manual distribution to G/L. You can determine this by checking Function PCON, field #17. If this field is set to A (for always distribute), then a time transaction record will not be created in Function PTTU. If this field is set to S (for selectively distribute), then a time transaction record will not be created in Function PTTU if Function PEMU, field #39 is set to Y. The data is for a terminated employee. The employee does not fall within the pay frequency selected in Function PTTU. For example: The employee is set up as a weekly pay frequency in Function PEMU, field #15, but bi-weekly was specified to be paid in Function PTTU. Function PTTU is not cleared of any time transactions before creating the time transaction file. The message, Time Transactions already exist, will display in the log. An employee number or job code in the TimeClock Manager does not match the Employee Number or Department/Job Code fields in Function MUR or the Security Maintenance window. TimeClock Activity Log Messages The following table includes a list of error messages. In the Problem/Solution column is a description of the problem that caused the error along with a solution. Error Message Clock in already exists for user name Could not transfer clock in Invalid job code Problem/Solution This employee has already clocked in. He must clock out before he can clock in again. The TimeClock PC is not working or the Network Address in Function TCLOCK is incorrect. To verify the Network Address, refer to Chapter 2, the section, Setting Up Function TCLOCK. The Department/Job code in Function MUR or the Security Maintenance window does not match a job code assigned to the employee record on the Timeclock Plus system. 39

42 Invalid employee name or number Invalid employee code Clock out already exists see supervisor Connection timed out EMPLOYEE ID, ACTIVITY, DATE, TIME, STORE The Employee Number from Function MUR or the Security Maintenance window does not match the TimeClock Employee Number. The Employee Number from Function MUR or the Security Maintenance window does not match the Employee Code field on the employee record in TimeClock Manager. The employee has already been clocked out. The Network Address in Function TCLOCK is incorrect. To verify the Network Address, refer to Chapter 2, the section, Setting Up Function TCLOCK. This information is listed before an error message. It tells you the employee who attempted to clock in or out and when it was attempted. For example, the entry for employee 1234 who attempted to clock in on June 12, 1998 at 10:15 in Store 1 is: 1234, I, , 1015, 1 The Activity code for clock in is I. For clock out, the code is O. For clocked out for a break, the code is B. TimeClock Plus Error Messages This section describes error messages you may receive when time transactions are transferred and merged on the TimeClock Plus PC. File Transfer Error Messages To display error messages that may have occurred when the time transactions were transferred between the TimeClock Plus PC and the Eagle system, do the following: 1. Open the WAR-FTPD Server. Double click the icon to open the WAR-FTPD Server. The WAR-FTPD Server icon is found on the status area of your Windows taskbar and looks similar to: 2. Review the messages in the lower portion of the screen. If you do not understand the error messages, or do not know how to correct them, contact the Eagle Advice Line at 1(800)

43 If you receive an error message in the WAR-FTPD Server error log, you may have to post the time transaction manually in the TimeClock Plus Manager program. Refer to your TimeClock Plus for Windows manual for help posting manual time transactions. Merge Error Messages To display error messages that may have occurred when time transactions were merged into TimeClock Plus, do the following: 1. Open the TimeClock Plus Auto Import window. Double click the icon to open the TimeClock Plus Auto Import window. The TimeClock Plus Auto Import icon is found on the status area of your Windows taskbar and looks similar to: 2. The window is divided into two sections. The top section displays each time transaction that the system imported from your Eagle system. The bottom section displays any error messages that occurred when the time transaction was imported. Review the Reason for Failure column in the bottom section. If you do not understand the error messages, or do not know how to correct them, contact the Eagle Advice Line at 1(800)

44 Retrying a Failed Transfer If you receive an error message while clocking in or out on your Eagle system, you may need to retry the transfer after the error is corrected. Your Eagle system will automatically retry the transfer based on the information you have set up in Function TCLCOK. You can also manually stop or start a transfer by pressing the <Query> and <Run> keys in Function TCLOCK. Commonly Asked Questions This section presents the answers to some commonly asked questions about TimeClock. How do I round clock in and clock out times? Do the following on the TimeClock PC: Open the TimeClock Manager. On the Employee menu, click Edit, and then click the Restrictions tab. Under Auto Rounding, you can choose: to round clock in time to round clock out time to round both clock in and clock out times. You must enter the minute(s) to round and at what point the rounding will take affect. Breaks are not affected by rounding time. For example: By setting the clock in time to round to the nearest 15 minutes, and you round up at the eighth minute, you could: clock in at 8:07 but have the TimeClock program round it to 8:00 42