Remote Entry Installation and User Guide
S OFTWARE M ANUAL VERSION 1.0 Copyright? 2003 by Sundial Time Systems Code copyright? 2003 by Sundial Time Systems Sundial Time Systems makes no representation or warranty, either expressed or implied, by or with respect to the Remote Entry software, including but not limited to warranties of merchantability or fitness for a particular purpose. Sundial Time Systems is a Division of Frog Hollow Software, Inc. - 1 -
Contents 1. Installation 7 Requirements...7 Hardware/Software Required...7 Installation...7 Purchase / Registration...7 Telephone:...7 Mail...7 2. Setup 9 Setup Options...9 Setup Payroll...10 Employees:...10 Departments / Job Codes:...10 Pay Codes:...10 3. Operations 11 Overview...11 First Payroll...11 Employee:...11 Department / Job Code:...12 Pay Amounts:...12 Export...12 Subsequent Payrolls...12 Using a Prior Payroll...12 Using the Default...12 Setting the Default Payroll...12 Modifying Data...13 Customizing the Form...13 Caption...13 Column Width...13 Column Order...13-3 -
Welcome Product Overview Remote Entry is a tool for delivering formatted payroll data to your payroll provider. It is intended to be used by organizations where use of Time Clocks may be impractical. The Remote Entry Process Using Remote Entry is intended to be a very simple process that will be performed as often as needed by your payroll provider. Once you have set up your Employees, Departments, Jobs and Pay Types, you will find that there is very little data maintenance. Simply add, modify and remove items as needed. 1. Make Adjustments Perform any changes to the payroll that are needed. This may be marking an employee as being on vacation, adjusting overtime, entering holidays or sick pay or whatever is needed. 2. Deliver the Data A simple button click creates (and e-mails) your export file to your payroll provider. You can review this Sent data anytime you want, Payroll data that is being reviewed can be Re-Used or even set to be the Default payroll, preventing continuous re-entry of the same payroll data. - 5 -
1. Installation Requirements Hardware/Software Required Pentium based PC (600Mhz or faster recommended) 32 MB of RAM. (128MB or more recommended) Microsoft Windows version 95 or above Serial or Bus Mouse 20 MB of available hard drive space Installation Simply insert your CD and the installation will begin automatically. For users with AutoStart disabled, Open your CD and Run the Setup.exe file found there. You are given an opportunity to select the installation folder and the program group. You may install the application anywhere you wish. Note that our licensing does not permit a single program to be shared by multiple users. Purchase / Registration? Purchase Price is $99 USD. A separate purchase and registration is required for each installation. You will need to purchase your Remote Entry software within 30 days of first use. Purchase can be made by credit card, company check or certified funds.? The software registration cannot be moved to another computer. Do not register the software on a computer where it will not be used. Telephone: To purchase using your credit card: 800-905-7713 Hours: 8AM~5PM M~Th 8AM~4PM Friday (Pacific Time Zone) Mail To purchase by mail: Make check payable to: Sundial Time Systems 8515 NE 219 th St Battle Ground, WA 98604-7 -
2. Setup Setup Options Your payroll provider may have already configured your software, if so you may skip this portion. Otherwise, select Options from the Edit menu. (If your Remote Entry program isn t already running, you will need to start it by clicking the Start button, choosing Programs, and then selecting Remote Entry from the program group you specified during install.) The default group is Sundial, but that may have been modified by your payroll company. Company Name: Enter the name of your company here. It will be displayed here and on the main screen. Export Type: Select your export type from the available list. If you are unsure of what to choose, ask your payroll provider. Destination: Specify the filename and, optionally, the path you desire for your export file. This file is created in this path when you click the Export button. If you don t specify a path, the file is created in the application directory of the Remote Entry program. If your delivery method is E-Mail, the file name specified here will be the file name used for the attachment by your e-mail program. You can use the Browse button easily select the desired location and file name. Send E-Mail: Check this box if you want Remote Entry to automatically e-mail your export file as soon as it is created. Depending on your internet connection and the settings you use for your e-mail, this may cause your computer to attempt to connect to the internet. E-Mail Address: This is the location where your information will be delivered. If you are using File delivery method, then this field will not be available and your export will be located in the path you specified in File Name. If you are using E-Mail as your delivery method, this will be the e-mail address(es) where you want it sent. You may specify multiple e-mail addresses by separating them with a semi-colon. - 9 -
Setup Payroll Your payroll provider may have already setup your payroll data. If so you may skip this portion. Otherwise, you will need to add your employees, departments (if used), Jobs (if used) and Pay types. There isn t a lot of information required here, so you ll find that it is very easy to add, modify and remove payroll items. Employees: Every user will need to have Employees. There are only 2 items we need, the Name and the Export Code. Name: The employee name will be displayed in your lists and on the main form, so you will want to enter it in the format you prefer for readability. Export Code: The Export Code is how your payroll provider recognizes your employee. This is commonly a SSN or other Employee ID. If you have questions about what to use, ask you r payroll provider. Departments / Job Codes: (Optional) Similar to Employees, Departments and Job Codes require only a Name and an Export Code. Name: Like the Employees, enter the department or job code name the way you want to see it displayed. Export Code: Enter the Export Code exactly as your payroll provider requires it. Pay Codes: Every user will need to have Pay Codes. Each Pay Code created here will result in a new Pay Code Column on the main screen. Name: As with the other items, enter the Name in the way you want to see it Export Code: Enter the Export Code as instructed by your payroll provider. Type: You will notice that Payroll Codes also have a Type identifier. You will need to choose between Hours and Dollars for each Pay Code. - 10 -
3. Operations Overview Remote Entry is a simple tool designed to provide a fast, easy and accurate way of delivering your payroll information to your payroll provider. It is intended for use by organization where a time clock or automated means of collection is impractical. Remote Entry allows you create a Default payroll and then simply make minor adjustments to it (if needed) and deliver it to your payroll provider. This is also known as Payroll by Exception First Payroll You first payroll will probably be the most involved. You will need to select each of your employees and then specify the amount for each pay type that is shown. Pay Types that aren t needed for a specific employee may be left blank. Each row may be assigned to an Employee, Department and Job combination. The amounts provided in each of the pay types will be allocated to the Employee, Department and Job Code of the row that the amount is in. You can have a separate row for each unique Employee, Department and Job Code combination you need. Entering a value on the bottom row creates a new row. If you can t see the bottom row, use the scroll bar on the right to locate it. Employee: The dropdown list will include all employees that you have already entered during the setup of your payroll. If you need an employee that isn t there, open your Payroll Setup form (in the Edit menu) and add the employee. - 11 -
Department / Job Code: The dropdown lists will include all departments and job codes that you have entered during the setup of your payroll. If you need a value that isn t in the list, you may add it from the Payroll Setup form. Pay Amounts: There will be a column for each payroll code that you specified during setup. Enter the amount you wish to pay to the employee for each of the pay types. If an employee doesn t have any earnings for 1 or more of the pay types, simply leave the field blank. Export Once you have all your information the way that you want it, click the Export button to create the transfer file. The transfer file will be the filename you specified during the setup of Options and will be located in the application directory unless you specified a different location. If you selected e-mail as your delivery method, then your e-mail program will automatically start and send the file as an attachment to each of the addresses you specified in the E-Mail Address field. The exported data will be saved and time stamped. You can go back to re-use or review the sent information anytime you want to. Subsequent Payrolls Subsequent payrolls will normally be easier than the first one, since you can use the default data or you can select a previously sent payroll. For either of these options, you can make any changes desired before exporting the information. Remote Entry will save any changes you make to your current (Unsent) payroll period even if you don t Export it immediately. This prevents the need to remember everything that occurred during the payroll period. You can, if you wish, create subsequent payrolls line by line as you did for the first one, but you will probably find that to be especially cumbersome. Using a Prior Payroll To use a prior payroll, simply use the dropdown list of available payrolls to select the one you wish to re-use. The previous payroll will load to the form and you can click Re-Use to copy it into the current (Unsent) payroll.? Note that if you have any existing Unsent data, it will be overridden. Using the Default The default payroll (if one has been selected) will load automatically after a payroll has been sent. Any changes you make from this point will be saved as part of your current (Unsent) data and will not affect the Default values. Setting the Default Payroll If your company consistently uses the same or nearly the same payroll, you can set it as a Default by choosing Set as Default in the File menu. If you already have a default payroll, you can change the default by selecting a different Sent payroll and choosing it as the new default. - 12 -
Modifying Data Employees, Departments, Jobs Codes, and Payroll Codes can be Added Modified and Removed as needed. Simply return to the Payroll Setup form (Edit menu and select Payroll) and make any changes you need to. Click an Item in the list will automatically open it in Edit mode, so you will have to Save or Cancel before you can select a different item.? Note: Selecting a different tab while in edit mode cancels your current edit, returning the item to it s prior state. Customizing the Form You can change the main form to fit your own needs by changing the captions of the columns, changing the width of the columns or even changing the order of the columns. Caption To change the caption of a column, simply right-click the caption you wish to change and choose Edit Caption from the pop-up menu. You will be able to type a new caption into the heading field. Column Width To change the width of a column, move your mouse over the right border of the column you wish to resize. Your mousse curser will change to a double arrow type and you can click and drag the column to the width you want. Column Order To change the column order, click down on the caption of the column you want to move and then drag it left or right to it s new position. You will notice a heavy black line that will indicate where the column will be once you release the mouse button. - 13 -
Sundial Time Systems 8515 NE 219 th St Battle Ground, WA 98604
360-687-8477