Attendance Rx User Guide Welcome to Attendance Rx® The Attendance Rx system allows the user to manage an entire company's time and attendance from a single Windows-based PC.
Table of Contents Getting Started .................................................................................................3 Attendance Rx Setup Wizard ..............................................................................3 Preparing and Setting Up before Use.....................................................................4 Contacting Acroprint........................................................................................5 Attendance Rx® Administrator............................
Getting Started Attendance Rx was designed to allow for easy installation and setup, as well as no-hassle administration. Attendance Rx Setup Wizard The first time Attendance Rx is executed, the user will be presented with the Attendance Rx Pay Period Setup Wizard. The Attendance Rx Pay Period Setup Wizard establishes the initial Pay Period settings for your Attendance Rx system. The user must enter all of the following information before Attendance Rx will be allowed to operate.
Preparing and Setting Up before Use Before you use your Attendance Rx system for the first time, you should run through a setup procedure. The application comes with default settings so that if you choose, you can simply click through the initial Pay period setup, add employees and start clocking IN and OUT. However, you might want to include or configure many of the other features to meet your particular needs. Here is a suggested setup sequence you may wish to follow.
Contacting Acroprint When contacting customer support, please have your product CD and registration information available. Mailing Address: Acroprint Time Recorder Company, Inc Attendance Rx Support 5640 Departure Drive Raleigh, North Carolina 27616 Phone: Toll Free: (800) 334-7190 Web/Internet: Email: support@acroprint.com Website: http://www.acroprint.
Attendance Rx® Administrator Employees Manage your employees and shift assignments. Messages View and Edit your Company and Employee Messages. Setup Setup Company Pay Rules. Shifts Define shift hours and pay rules. Punch Editing View and Edit Employee Time cards & Time Slips. Reports Print or Preview Reports. Exports Export Time cards to payroll. Supervisors Manage your Administrative Supervisors.
Employees The Employees section allows you to view all of your employees and their information. You can add a new employee, delete or modify an existing employee. Employee How-To’s: Adding a New Employee Editing an Employee Deleting an Employee Biometrics - Enrolling an Employee Fingerprint Please note that biometrics must be installed and enabled to use this functionality.
Adding a new Employee From the main window of Attendance Rx, click the Employees icon or enter the View menu and select Employees. • There are two ways to enter an employee. You may place cursor in the first field available in the row, Last name and begin typing. Option two, use the Wizard, and click the Wizard button in the top right-hand corner of the window. • Enter the employee's name, badge number, PIN, employee Number, shift number, Export ID and Hire Date.
Deleting an Employee From the main window of Attendance Rx, click the Employees icon or enter the View menu and choose Employees. • Select the row containing the employee that needs to be deleted. • Click the Delete button in the bottom right hand corner of the window. (Note: You will not be able to delete an employee that still has punches in the current or previous pay periods. You must wait until the employee no longer has punches in the system before you can delete them.
Messages Messages alloy you to display a company wide or employee specific message to employees when they clock in or out. From the main window of Attendance Rx, click the Messages icon or enter the View menu and choose Messages. To edit the company message: • Enter your company-wide message in the Enter a Company Message field. This message will appear on-screen after every employee punches in or out. • Click Save to save the message or click the X to delete the Company Message.
Setup The Setup selection on the Attendance Rx system allows the user to adjust variables related to the clock, time calculations, pay periods, and holidays. Most items can be changed at any time and the change will be reflected in the total time accumulations.
To Change the Setup Options: From the main window of Attendance Rx, click on the Setup icon or select Setup from the View menu.
Pay Period The Pay Period Length specifies how often employees will get paid. To Change the Pay Period Length: From the main window of Attendance Rx, click the Setup icon or enter the View menu and choose Setup. Change the Pay Period Length to the desired setting.
Example: The employer decides to pay employees at 1.5 times their pay rate (time and a half) if a given employee works over 40 hours in a week and 2 times the normal pay rate (double time) if the employee works over 48 hours in a week. To implement these rules, set the first level weekly overtime threshold to 40 hours and the second level to 48 hours.
Pay Interval Round The Pay Interval Round allows the time worked totals to be rounded and calculated to the nearest one, five, ten, or fifteen-minute interval. Example 1: Pay Interval Round time set to 10 minutes. • Punch at 10:14 will round to 10:10. • Punch at 10:15 will round to 10:20. Example 2: • Pay Interval Round time set to 15 minutes. • Punch at 10:07 will round to 10:00. • Punch at 10:08 will round to 10:15. *The default value for Pay Interval Round is one minute.
Day Change Time A normal day, by default begins at exactly 12:00 AM (midnight). Some companies, however, may have employees that work overnight shifts...their actual workday starting late in the day or evening and ending sometime on the next day. Day change Time can be used to 'move' the employee's workday change time backward or forward from midnight. 9 If you do not have employees that work thru midnight, leave this setting at the default 12:00 AM.
Salaried Employee Settings The Salaried Employee Settings section allows you to set the parameters for which your salaried employees will be paid. To Change Salaried Employee Settings: • From the main window of Attendance Rx, click the Setup icon or enter the View menu and choose Setup. • If your salaried employees receive paid holidays, place a check in the “Pay Holidays” checkbox. Also place the number of hours each salaried employee should be compensated for each holiday.
Shifts A shift can be defined as a set of rules enforcing Company policy pertaining to Employee’s hours worked and lunch breaks. When an employee is assigned to a shift, the software then refers to set of rules defined for that shift and applies them to the employee's transactions in order to derive the total time accumulations. There are twelve shifts and lunches available in the Attendance Rx software package. Each shift may be defined differently with its own set of rules.
Note - In the upper right-hand corner of the screen located below the help button, is another button, which invokes the setup wizard. This wizard will walk you through prompting you for information to complete your shift rules. Shift Rules Shift Name: The name as you would like it to appear on reports and screen displays.
Punch Editing Punch editing allows supervisors to do the following: • Review and edit employee transactions • Adjust the total time accumulations • View the details of transaction totals and how the software calculated the transactions • Add miscellaneous transactions (Vacation, Holiday, Sick, Other) • Approve an employee’s time card • Print an employee's time card Transactions are easily inserted when an employee forgets to punch IN or OUT.
An administrator can also DELETE transactions. When deleting a normal or TIMESLIP transaction, the Punch Editor does not actually delete the transaction from the database. The transaction will no longer appear in the Punch Editor window, but will appear on reports. The transaction will be marked as DELETED. DELETED transactions appear on a Time Card Report in a separate section entitled Deleted Transactions. They are ignored in calculating the employee's total time accumulation.
Deleting an Employee Punch • From the main window of Attendance Rx, click the Punch Editing icon or from the View menu select Punch Editing. • Select an employee from the drop-down list box. • Select desired Pay Period. • Select the transaction to be deleted by pointing and left clicking one time with your mouse. • Select Delete or press, at the same time, and D.
Editing the Total Time Accumulations • From the main window of Attendance Rx, click the Punch Editing icon or from the View menu select Punch Editing. • Select an employee from the drop-down list box. • Select Edit Totals or press, at the same time, and E. The Edit Time Totals dialog screen appears. • Time can be added to or subtracted from an employee's total time for either the current or previous pay period. Hours may be allocated as Regular, Overtime 1 or Overtime 2 categories.
About Future Transactions Transactions and Punches added to the Future Pay Period will only appear in the Future Transactions Report until such time as the Pay Period the transaction occurs becomes the Current Pay Period. Only Holiday, Vacation, Sick, and Other transactions can be submitted to the Future Pay Period. “Punches” can only be submitted to the Current and Previous Pay Periods.
Reports The reports selection allows the user to generate a report and either Preview it on the PC screen, Export, or print it to the default Windows printer.
Report Descriptions Hours Summary Report The Hours Summary Report lists hours worked by regular and overtime hours. This report can be generated be for an individual employee, a specific shift, or all employees -- for the current or previous pay period. If the employee has missed a punch, the Hours Summary Total will be noted with an asterisk (*). Time Card Report The Time Card Report lists an employee's transactions and accumulations of time worked.
5. If you are generating either Hours Summary or Time Card reports, select either the current, previous or one of the available Archived Pay Periods. 6. Select the output (where you want the report to go). Choices include Print, Preview, or Export. 7. Select the method by which you want the report sorted if appropriate. Methods available include First name, Last name, badge number, employee number or shift. 8. Select the Print button if you wish to print a hard copy of the report. 9.
Exports The Attendance Rx system is designed to work with most common payroll programs. The Export feature allows employee time and attendance data to be exported to a file in order that it can later be imported into a database, spreadsheet or other programs. Advanced Payroll Integration: QuickBooks Payroll Integration File Payroll Export: Generic ASCII file (delimited) Peachtree Complete Accounting Version 7.0 (.
Unapproved Timecards Unapproved Time Cards are displayed when a user attempts to export time card data to payroll and not all employees’ Time Cards have been approved. You will need to approve each time card in order to export the data to payroll. Optionally you can turn off this feature by unchecking the option in the Administrator Setup screen under Time Card Approvals. Exporting Data 1. From the main window of Attendance Rx, click the Export icon or enter the View menu and choose Export. 2.
Generic ASCII file Export The Attendance Rx software exports employee profile and time card data to a Generic ASCII delimited file based on values entered for the following fields: Insert Quotes Around Non-Numeric Name Fields Output Field Titles Remove Blanks Include Employee Information Split Names into Last, First Line Terminator Generic Field Separators Puts double quotes (") around Field Titles and Employee Outputs the Titles for each field as the first line in the file Removes Trailing, Leading
Peachtree Complete Accounting Export 1. In the Attendance Rx system, click Export and select "Peachtree Complete Accounting..." as the target export format. 2. In the Export Options dialog that appears on the next dialog, enter the appropriate values in the fields as listed below. 3. After all fields have been entered correctly, click on the OK button. The software will then prompt you for the name of the Peachtree Complete export file (*.csv). Specify a file name and click on "Save".
Other Pay Level The Peachtree Pay Level (1-20) associated with Other Pay Other Pay Item Code The Peachtree Pay Item Code associated with Other Pay Output Field Titles This value should match the Peachtree Import option chosen when executing the actual import to Peachtree. The default is NO. Batch Sequence Number The first ticket number that will be used in the resultant output file.
ADP Export Attendance Rx exports employee profile and time card data to two ADP import file formats based on values entered for the following fields: Company Code The 3-character alpha-numeric ADP Company Code Batch Sequence Number The numeric ADP Import Batch Number Pay Number The numeric ADP Pay Number Overtime Level 2 Pay Code The value to use in the ADP import Coded Hours field for Overtime Level 2 Hours Overtime Level 2 Pay Code Name The name of the value to use in the ADP import Coded Hours f
PayChex Paylink Export Attendance Rx exports employee profile and time card data to a PayCheck PayLink import file based on values entered for the following fields: Office Number The PayChex Paylink office number Client ID Your PayChex Paylink Client ID Site Number The PayChex Paylink Site number for the employees entered in the Time and Attendance Software Sequence Number The PayChex Paylink Import Sequence Number Vacation Pay Code A valid PayChex Paylink pay code for Vacation Pay Holiday Pay Cod
PayChex Preview Export Attendance Rx exports employee profile and time card data to a PayChex Preview import file based on values entered for the following fields Client Number Your PayChex Preview Client ID Regular Pay Code PayChex Preview Pay Code for Regular Hourly Wages Overtime Level 1 Pay Code PayChex Preview Pay Code for Overtime Level 1 Hourly Wages Overtime Level 2 Pay Code PayChex Preview Pay Code for Overtime Level 2 Hourly Wages Vacation Pay Code PayChex Preview Pay Code for Vacation Ho
PrimePay PrimeLink Export Attendance Rx exports employee profile and time card data to a PrimePay PrimeLink import file based on values entered for the following fields: Batch Sequence Number The numeric PrimePay PrimeLink Import Batch Number Overtime Level 1 Pay Code The value to use in the PrimePay PrimeLink import Coded Hours field for Overtime Level 1 Hours Overtime Level 2 Pay Code The value to use in the PrimePay PrimeLink import Coded Hours field for Overtime Level 2 Hours Vacation Pay Code Th
Wells Fargo ExpressPay, Premier, QwikPay and Intuit PC Access Import File Attendance Rx exports employee hours summary data to Wells Fargo ExpressPay ®, Premier ® and QwikPay ® payroll packages using the Intuit PC Access ® Time Clock Interface import file format. The following list describes the required export configuration fields when exporting using this format. Company Name Payroll application company name Determined by the payroll application being used.
Genesys & Oryel Payroll Export Inbound timecard file layout The purpose of these specifications is to provide you with the required format to produce time entry files. Each record is 80 bytes long and should be padded to that length. The file is fixed without field delimiters (such as commas, semicolons, tabs, etc. between each data field). There cannot be any null fields or blank positions.
13 47-52 6 N2 Hours, Units or Dollars and Cents 14 53-54 2 N Earning Number Ex ‘05’ for Shift 2 15 55-60 6 N2 Hours, Units or Dollars and Cents 16 61-62 2 N Earning Number Ex ‘17’ Holiday 17 63-68 6 N2 Hours, Units or Dollars and Cents 18 69-70 2 N Earning Number Ex ‘19’ Jury Duty 19 71-76 6 N2 Hours, Units or Dollars and Cents 20 77-80 4 A Space Fill If an employee has cost center or rate overrides, the following layout may be used.
Supervisors The Attendance Rx Administrator is protected by Admin User Login/Password entry. Those who access the system using the Attendance Rx Administrator should keep the following in mind: In order to make changes to Attendance Rx using the Attendance Rx Administrator, a user must first log in to the program using a correct User Login and Password. The user who gains access using an Admin User Login/Password entry may add new Admin Users to the Attendance Rx.
Deleting a Supervisor To Delete a Supervisor: • From the main window of Attendance Rx, click the Supervisors icon or enter the View menu and choose Supervisors. • Select the login of a supervisor you would like to delete and select Delete. • Select an option from the left hand menu to move from this screen. Resetting a Supervisor's password To Reset a Supervisor’s Password: • From the main window of Attendance Rx, click the Supervisors icon or enter the View menu and choose Supervisors.
Supervisor Preferences The User Preferences selection allows you to modify your individual preferences for Time Totals Format, Date Format, and Time of Day Format. These preferences will only apply for your login; they will not affect the way employees see their time when punching in or out. To Change User Preferences: • Select File from the main window then Preferences. • Set your preference for Time Totals Format. • Select your preference for Date Format from the drop down list.
Employee Options The Employee Options selection allows you to modify the way employees will see the time and date when punching in or out. You can adjust the Time Totals Format, Date Format, and Time of Day Format. These preferences will only apply for your login; they will not affect the way employees see their time when punching in or out. In Employee Options you can also select to Auto Increment Employee Numbers and PINs.
Employee Client • Add Employee Transaction • Auto-Clock IN/OUT • Submit Employee Time Slip • IN/OUT Board • Client Connection Settings Add Employee Transaction Access to this feature requires a PIN number assigned by the supervisor. To Add an Employee Transaction: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Add Employee Transaction. • Enter your Employee PIN number into the text box.
Auto-Clock IN/OUT Auto-Clock IN/OUT allow you to automatically Clock-IN when you login to your computer, and Clock-OUT when you logoff. Access to this feature requires a PIN number assigned by the supervisor. To enable this feature: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Auto-Clock IN/OUT Setup. • Check the enable Auto-Clock IN/OUT and enter your Employee PIN number. • Click OK to save your settings.
Submit Employee Time Slip The Time Slip allows an employee to submit a batch of transactions and hour totals. Access to this feature requires a PIN number assigned by the supervisor. To Access Your Time Slip: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Submit Employee Time Slip • Enter your Employee PIN number into the text box • Click the blue arrow next to the PIN to retrieve a new Time Slip or a saved Time Slip if one exists.
IN/OUT Board The Employee IN/OUT Board displays the current status of all employees. Employees who are currently clocked IN appear in the left pane while employees who are currently clocked OUT appear in the right pane. Client Connection Settings The Connection Settings allow you to change the network settings for your Attendance Rx® Network. Each client must have a unique IP Address (Internet Protocol) which is used to talk to other Attendance Rx® computers.
System Utilities The System Utilities provides data and software maintenance functions for Attendance Rx®. Only users with a Login and Password are allowed to access these functions. The System Utilities window provides two tabs: 1. Data Tools: Provides interface to manage your company’s database, including import/export data initialization and maximum employee count upgrade. NOTE: Most functions on this screen will greatly affect the database and operation of Attendance Rx®. 2.
System Utilities Data Tools The System Utilities Data Tools provides interface to manage your company’s database, including import/export data initialization and maximum employee count upgrade. • Initialize Database – Clear all information from the database and invoke the setup wizard. Please note this will delete all previous information. • Initialize Users – Reinitialize the users to the initial “installed” settings. • Import from Acroprint HRx® - Import Employees From Acroprint’s HRx software.
System Utilities - Biometrics The Biometrics Tab of the System Utilities provides interface to enable and setup biometrics devices for use with Attendance Rx. Systems Utilities will search and find the installed Handpunch or Fingerprint reader device. Only one device per computer can be installed. The System Utilities can also be used to Remove biometric devices and Disable the biometric functionality.
Installed Biometrics Device Once Biometrics Functionality is enabled, you will need to install an FIU device on each workstation where your employees clock IN or OUT. To install a new Biometrics Device: 1. Attach the FIU device to an available USB port. On most workstations the operating system will find and automatically install the new device. 2. Click the Biometrics tab on the Systems Utilities screen. 3. Choose the appropriate device from the drop down field under “Installed Biometrics Device”. 4.
Employee Biometrics Attendance Rx supports various biometric devices which you can easily integrate into your Attendance Rx solution. Biometrics refers to and employee’s fingerprint or a template of their hand which is used to verify their identity before allowing that individual to clock IN or OUT.
Employee Fingerprint Identification Unit (FIU) Enroll When Biometrics Functionality is enabled you will need to enroll each employee’s fingerprint on those workstations where that employee will clock IN or OUT. NOTE: The “Enroll FIU” button will only be visible when Biometrics Functionality is enabled. To enroll and employee’s fingerprint: 1. Go to the Employee screen in the Administrator by clicking “Employees” on the left side of the Administrator. 2.
Employee HandPunch Enroll When Biometrics Functionality is enabled you will need to enroll each employee’s hand template on those workstations where that employee will clock IN or OUT. NOTE: The “Enroll Hand” button will only be visible when Biometrics Functionality is enabled for the HandPunch 1000 hand reader. To enroll employee’s Hand: 1. Go to the Employee screen in the Administrator by clicking “Employees” on the left side of the Screen. 2.
QuickBooks Payroll Integration The Attendance Rx Software easily exports employee Time Card data to QuickBooks including Regular Hours and Adjustments, Overtime Level 1Hours and Adjustments, and Overtime Level 2 Hours and Adjustments, Vacation Hours, Holiday Hours, Sick hours and Other hours. Setting up QuickBooks® to communicate with Attendance Rx Make sure QuickBooks® Pro/Premier is installed on your local computer and that you have access to the company file (*.QBW).
Setting up Attendance Rx to communicate with QuickBooks® Add existing QuickBooks ® employee names to your new Attendance Rx Software For QuickBooks Integration, each employee name must be a unique combination of characters. Attendance Rx does not restrict the user by enforcing uniqueness among all employee names. In order to accommodate QuickBooks’s unique employee name requirement, the Attendance Rx exports information to QuickBooks using the Export ID assigned to each employee.
Importing Attendance Rx data into Peachtree Complete Accounting To import your Attendance Rx employee time card data to Peachtree Complete Accounting, you must first follow the instructions found in Setting up Peachtree Complete Accounting to Import Time and Attendance Data and Exporting Time and Attendance data to a Peachtree Complete Accounting import file to create a Peachtree Complete Accounting compatible file.
Glossary The Attendance Rx system is a Windows-based PC application designed to offer simple yet effective employee time and attendance management. Auto Lunch After Auto Lunch After is the minimum amount of time that must elapse from the employee's last IN punch before the Lunch Duration is subtracted from the employee's work time.
This Export ID must be unique among all of the employees. QuickBooks and Peachtree will not export any employees whose Export ID is blank. For QuickBooks, the Export ID must match exactly the QuickBooks Employee Full Name field. For Peachtree, the Export ID must match exactly the Peachtree Employee. Lunch Duration The number of minutes for lunch that will be subtracted from time worked totals. Lunch Duration is ignored if the employee's lunch rules are disabled.
The Attendance Rx Pay Period Setup Wizard allows the user to specify how time intervals will be rounded. Attendance Rx supports rounding to the nearest one(1), five(5), six(6), ten(10) or fifteen(15) minute interval. Pay Period Type The Attendance Rx supports WEEKLY, BI-WEEKLY, SEMI-MONTHLY, and MONTHLY Pay Periods. Shift Dock The maximum number of minutes an employee will lose from time worked totals for punching IN late or punching OUT early.
