Time Guardian Series Installation and User Guide
Thank you… For purchasing another fine product from Amano Cincinnati, Inc. This User Guide covers the following Amano Time Guardian Series software; • • • • Time Guardian v5.2 and higher Time Guardian Plus v2.2 and higher Time Guardian Pro v4.2 and higher Nexus Lite Management (NLM) v1.1 Proprietary Notice This document contains proprietary information and such information may not be reproduced in whole or in part without written permission from: Amano Cincinnati, Inc.
Table of Contents Table of Contents.......................................................................................................................i Chapter 1: Introduction .........................................................................................................1-1 Welcome to Amano Time & Attendance Software Suite ...................................................... 1-1 Amano Customer Support ...........................................................................................
Table of Contents Export Module ................................................................................................................... 9-48 Auto Process Module ........................................................................................................ 9-50 Chapter 10: Advanced Pay Class Module ..........................................................................10-1 Introduction to Advanced Pay Class Module ......................................................................
Table of Contents Chapter 20: Events Notification Module .............................................................................20-1 Events Notification Module Introduction ............................................................................. 20-1 Using Events Notification Module ...................................................................................... 20-3 Chapter 21: Benefit Time Module........................................................................................
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Chapter 1: Introduction Welcome to Amano Time & Attendance Software Suite Welcome to Time Guardian, Time Guardian Plus, and Time Guardian Pro the all in one, easyto-use Time and Attendance software. Amano’s Time and Attendance software allows you to track and manage your employees’ time and attendance directly from your PC, which makes the collecting, reporting and the transferring of employees’ hours to payroll companies easier and quicker than ever before.
Features for Base Time Guardian Software (Expandable) • Multi-user with standard support of 1 concurrent user for Time Guardian and 5 concurrent users for Time Guardian Plus and Time Guardian Pro [Optional support for additional concurrent users is available for all packages with the User Module activation – see previous table].
Requirements • Windows 2000/XP/VISTA/Server 2000, 2003 and 2008, and Mac OS (support for MTX-15 terminal communication) • CD-ROM Drive • 1 GB of Memory for Server, and 512 MB of Memory for Client • 700 MB of Free Hard Disk Space for Server/100 MB for Client • Broadband Internet Access (for Remote Support) • Screen Display 800 x 600 Small Font • Optional Microsoft® SQL Server® 2000, 2005, and 2008 • Firebird 2.0.
STEP 4: Schedule Setup [Optional Wizard Step] STEP 5: Pay Class Setup [Required – minimum of 1 Pay Class] • Overtime Authorization • Pay period Type • Overtime Rules • Rounding Rules • Meal Rules • Holiday Assignment • Hours Authorization requirement (requires schedules) • Advanced Overtime • Day Change Rules STEP 6: Exception Setup [Optional Wizard Step] STEP 7: Employee Setup [Required Wizard Step – minimum of 1 employee needed] STEP 8: Clock Setup STEP 9: Login Setup [Required Wizard St
Amano One-on-One Technical Support Options Toll Free support number is: 1(800) 253-9836. • The first 30 days of support is provided free of charge, however this only applies to installation and set up questions, and requires the user to complete the warranty registration card. • After 30 days, users requiring phone support will be charged a fee per incident or the user can purchase a support contract.
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Chapter 2: Installation There are five documents available to assist you in the setup and use of your Amano Time & Attendance software: This Installation & User Guide, the FPT-40 Terminal/Time Guardian Quick-Start Guide, the MTX-15 Terminal/Time Guardian Quick-Start Guide, the MTX-15 Installation & Operation Guide, and the FPT-40 Installation & Operation Guide. All these documents can be accessed and printed from the Time & Attendance software CD.
Time & Attendance Software Installation The following discussion utilizes Time Guardian for screen illustrations. The installation of the Amano Time & Attendance software is as follows: 1. Insert the Amano CD into your CD-ROM drive. The software program should automatically launch the Time Guardian Series CD Menu (see figure). 2. Click the Install button and the software program should automatically launch the InstallAnywhere® Wizard (see figure). 3.
5. The Choose Install Set screen will appear. Select one of the following options: • Standalone: Installs both the Time & Attendance Software Server (database) and Client portion on the same PC. This is the default. Press next to accept and continue. • Server: Installs the Time & Attendance Software database on a server machine. You will be prompted to enter the IP Address of the server. • Client: Installs the Time & Attendance Software on a client PC to connect to the server database.
Note: Amano recommends not installing the Time & Attendance software inside the “Program Files” folder. 8. The Choose Database Option screen will appear. Select either Firebird SQL or Microsoft SQL and click on the Next button. If you chose Microsoft SQL, the Firebird Database Service does not have to be installed. Note: You must purchase Microsoft SQL separately, have it already installed and properly configured. 9.
10. The Pre-Installation Summary screen will appear. Please review the displayed information on the screen and click on the Next button to proceed. 11. The QuickBooks Direct Integration screen will appear. Please review the displayed information on the screen and click on the Next button to proceed. 12. The Installing screen will appear. The status bar on the bottom of the screen will display the installation status.
13. At this point, the general install is complete and the installation utility will scan your PC for Adobe Acrobat Reader®. If it is not installed, the installation utility will install it. 14. The Firebird Database Server will be installed. 15. If QuickBooks Integration was selected the QuickBooks drivers will be installed to exchange data between Time Guardian and QuickBooks. Next QuickBooks utility will execute and the QuickBooks InstallShield Wizard for QBFC will appear.
16. Click on the Next button to start the InstallShield for QuickBooks FC or Cancel if you are not using QuickBooks payroll software. 17. Click on the Finish button to complete installing the QuickBooks InstallShield Wizard for QBFC. 18. Next, click on the Install button to begin installing the QuickBooks Remote Data Sharing Client or Cancel if you are not using QuickBooks payroll software.
19. Click on the Next button to start the InstallShield Wizard for QuickBooks Remote Data Sharing Client and execute the Data Share Client utility, or Cancel if you are not using QuickBooks payroll software. 20. Click on the Done button to finish the initial Time & Attendance software installation. The system will briefly prompt; “Please wait Time Guardian is being configured for your system….” 21. The Amano Software Activation (ASA) screen will appear after the initial software installation (see Figure).
Note – If the Activation error dialog appears, e.g., the Activation Code/Serial Number is incorrect, or the same Activation Code/Serial Number was previously installed. At this point contact Amano customer support at 1-800-896-7035. 22. Upon successful activation the registration screen will appear (see figure). Perform on-line registration by entering the appropriate information in the Product Registration fields [red error messages will appear alongside incomplete fields].
23. After the Time & Attendance Software has been installed, activated and registered, the Setup Wizard Welcome screen will appear (see figure for example). See Setup Wizard for detailed setup instructions. button to begin the Setup Wizard to configure the Time & Attendance Click on the Next Software and the Setup Wizard Steps Summary screen will appear (see Using the Setup Wizard).
Chapter 3: Setup Wizard It is recommended that you utilize the Quick-Start Guide and/or reference this Installation & Operation Guide as you proceed through the Setup Wizard. The Setup Wizard will help guide the user through a seamless step-by-step initial configuration of the Time & Attendance software. As data is entered in each step the Setup Wizard can be sequentially advanced to complete the next step.
Button Description Button Description Run Schedule Coverage report in the Schedule module or view assigned holiday calendar in the Pay class module. Define breaks in the Meal Template option of the Schedule module. Allows the user to access the selection window in the Payperiods module to set lock and close payperiods properties. Note: Close Payperiods must be selected in the Company module for this to be active.
Highlighted Fields Yellow: Indicates that the field is required (data must be entered). Red: Indicates an error or data not entered for a required field. Icon Toolbar The following icons are used in most Amano Time & Attendance modules, and if they are present they will have the same universal function, which is: • To create a new item (for example user) click on the Add appropriate information. button, and enter the Note: However, if you desire to save the item (i.e.
Amano recommends that you have the appropriate information before you begin the Setup Wizard. Should you need to exit the Setup Wizard before completion, your settings will be saved. button will become active. At this Once the Setup Wizard is finished, the Wizard Complete point, all settings will be applied, including the time synchronization between the Time & Attendance software PC and the connected terminals. Integration with Nexus220, and AmanoNet 7.
Note: The Company Name is the minimum requirement in this step to complete this portion of the Setup Wizard. All required fields will be highlighted in yellow. 1. From the General tab on the Company Setup window enter the Name, Address, City, State, Zip Code, Country, and Telephone Number of the company. 2. From the Company screen, press the Global Settings tab and the following screen will appear: 3. Select the appropriate Hours Format [for Timecard and Reports].
10. Benefit Tracking Type only enabled when the Benefit Time module is activated. Select the benefit type from the choices of none, Deaccruals, or Import Balances. Deaccruals or Import Balances must be selected for the Benefit tab on the Employees screen to be active. 11. From the Company screen, press the E-Mail Settings tab and the following screen will appear: 12. Configure the E-mail settings by; entering the SMTP Host Name/IP Address [may have to consult network administrator].
From the General tab on the Access Control window: 1. Select the Access Control Type from the drop down menu of; Nexus 220, AmanoNet 7.6, or None. 2. Select the Access Database Type of either Firebird or MSSQL. 3. Browse to and select the actual Database location [path]. 4. Set Re-Punch Protection. 5. Select if you want Auto Sync Access Control on Login to be active by checking the box. Answering Yes is recommended if you connect your terminal directly to the PC.
Note: The Apply and Close button function is universal for all Setup Wizard steps. QuickBooks Pro Procedure 1. Select Yes to send employee hours to payroll software and select QuickBooks from the dropdown menu. 2. Select Yes if QuickBooks is installed on the same PC with the Time & Attendance software, or No to connect across network to QuickBooks. See Step 7: Employee Setup for integration/synchronization with QuickBooks.
Create a new Department and enter the required unique number [yellow field] and Department name [yellow field]. You can also enter a description if desired. Although departments are not used in the calculation of hours, they can be used to filter the employees displayed in the Employee List Box on the Main View. This information will also be displayed in the Department Report. If no departments are created, this report will be disabled.
1. The Name field is pre-defined for the Pay Code and can be changed (6 character maximum allowed). However, duplicate names are not allowed. 2. In the Description field, enter in a brief description of the Pay Code. 3. A Position number is assigned automatically and can be changed (5-digit maximum allowed with no duplicate position numbers).
The following table lists all of the Pay Codes with their predefined fixed and selectable parameters. If the Cost Multiplier parameter is marked as “defineable” that means the default value in the field can be changed by entering a new value and saving it. If the Split Hours, Counts Towards Attendance, and Counts Towards Overtime parameters are selectable that’s indicates that this action can be turned On or Off. A checkmark () in this column indicates the default setting.
If the “Counts Towards Attendance” box is not selected, the Absence flag will not be removed even though hours have been added for that day. The Pay Codes you select during this setup will be displayed in the Hours Grid of the Main View. You must also decide whether hours assigned to a Pay Code will count towards daily attendance by checking the box. This is important if you choose to track the Absences or Exceptions, which will be set up in Step 6.
10. After completing the entry/selection of Pay Code information return to the Step 3: Pay Code Setup. Does your company have paid holidays? Answering Yes to this question and pressing the Holidays button will give you access to the Holiday General & Setting setup screens (see figures). Each Holiday requires a unique Name, Date, Number of Hours and Pay Code. Comments can also be entered if desired in the Description field. The Name and Hours fields are highlighted in yellow = must be filled. 1.
A formula is entered in the Date Definition and Condition tables to generate the holiday (see next chapter for Date Definition and Condition tables). Use of a formula can eliminate the need to enter a specific date. For example, to define New Year’s Day, select the following terms in the Date Definition table: Once saved, the holiday must then be assigned to a Pay Class. The table below gives an example of a holiday that occurs on the same date but assigns different hours based on the Pay Class.
Do you want to create schedules for your employees? Click Yes and press the Schedule button to define at least 1 Schedule if you are scheduling employees. The default is No Schedule, which is automatically assigned to all employees when the company schedules employees. When you press the Schedule button the following screen will appear: Note: Employees can only be assigned to 1 schedule/day and schedules cannot overlap. 1. Create a new Schedule. You will be required to enter a Name. 2.
Note: Step 5: Pay Class Setup only performs basic Pay Class setup. If you are configuring Amano Time & Attendance software with the Advanced Pay Class module activated, i.e., Time Guardian Pro you must continue configuring Pay Class rules from the Pay Class module in the tree view (see Advanced Pay Class, Advanced Overtime, Advanced meal, and Advanced Rounding sections) as the Overtime Rules tab, Rounding Rules and Meal Rules tabs will be grayed out [non-accessible].
Day Change Settings should only be changed if employees are scheduled to start work after 02:00 AM and you want those hours applied to the current day. Midnight (00:00) marks the start of a new day. However, there are times when an employee is scheduled to start on one day and end on another (i.e., start work at 10:00 PM Sunday and leave work at 6:00 AM Monday).
In the example, even though two of the punches (2:30 AM and 4:00 AM) occur after day change time, they are within the maximum shift length and are calculated on the same day (the day the IN punch occurs). 8. Enter the maximum shift length an employee can work for. Overtime Rules Note: If the Advanced modules are activated the Overtime Rules tab will be non-accessible. 1. Click on the Overtime Rules tab and the Overtime Rules screen will appear (see figure).
3. Select authorization if the company schedules the employees. By default the following options are unchecked; Hours for payroll require authorization – when checked a user with Admin or Payroll privileges (see Step 9: Login) needs to approve employees hours in the timecard before they can be passed to the payroll. However, the hours will still be calculated. (see example timecard and table). Note: The following three schedule authorizations will not be enabled if no schedule created.
Daily Overtime is the time an employee works that extends beyond a certain level of time set by the company’s policies. Daily overtime is based on hours worked and is a way of rewarding the employee for working more hours than a set hour value in one day. The hours that exceed the set hour value are normally paid at a higher wage or rate. Up to (2) levels of Daily Overtime can be used. Each level can be assigned its own threshold limit that move the hours from one Pay Code to another.
Note: This selection will be disabled if you selected that your company does not pay for Holidays (see Step 3: Pay Code) 8. Select the Advanced Overtime Rules tab (only active if Basic Daily Overtime is checked) to select advanced daily overtime rules (see figure). 9. Click the Apply advanced Daily Overtime rules box, enter the hour amount to work before applying, and assign to a Pay Code of OT or DT. If DT is selected for Overtime Level 1, OT Level 2 will be disabled. 10.
13. Click the Apply Weekend Overtime rules box, enter the Saturday & Sunday hour amount to work before applying, and assign to a Pay Code of OT or DT. If DT is selected for Overtime Level 1, OT Level 2 will be disabled. 14. From the Pay Class Advanced Overtime Rules, click on the Consecutive Day Overtime tab to define the Consecutive Day Weekend Overtime (see figure). Consecutive Day Overtime awards overtime based on the qualifying number of consecutive days worked.
Up to two levels of overtime can be set for Consecutive Day Overtime calculations. Each level consists of two settings, Consecutive Day Overtime 1 and 2. To enable this option, click on the Consecutive Day Overtime checkbox. For Level 1, select the number of consecutive days (up to 7), then enter the number of hours that must be worked and assign the pay code to be awarded for each setting (Consecutive Day Overtime 1 and 2).
The Time & Attendance software allows you to apply the defined Unit and Point to individual punches (Punch Rounding) or the daily total of hours worked by an employee (Daily Rounding). For Punch Rounding, you must specify the Unit and Point individually for both the IN and OUT punches (a punch pair). For Daily Rounding just the total amount of time for the day is rounded. A Time Simulation tool has been included on the Overtime Rules screen to test your settings.
3 Unit 00:16 00:17 00:18 (Next Unit Start) 00:19 00:20 00:21 (Next Unit Start) 00:22 00:23 00:24 (Next Unit Start) 00:25 00:26 00:27 (Next Unit Start) 00:28 00:29 00:30 (Next Unit Start) 6 Unit 15 Unit 00:16 00:17 00:18 (Next Unit Start) 00:19 00:20 00:21 00:22 00:23 00:24 (Next Unit Start) 00:25 00:26 00:27 00:28 00:29 00:30 (Next Unit Start) 00:16 00:17 00:18 00:19 00:20 00:21 00:22 00:23 00:24 00:25 00:26 00:27 00:28 00:29 00:30 (Next Unit Start) 30 Unit 00:16 00:17 00:18 00:19 00:20 00:21 00:22 00:
Once a meal deduction is defined, you have the option of whether the employee will punch out during the meal period. If so, you must define whether rounding will apply to these meal period punches. When an employee punches IN and OUT for their meal, the window that these punches occur in must be defined so that the meal will not be deducted twice.
* Note: In the following example, the Hours to work before a meal = 3:00 hours, and the meal window length is set to 2:00 hours with a schedule of 08:15 to 17:00 with 45 minutes for lunch. So employee Bill Jackson has met the window requirements for punching Out and In for lunch of 11:15 to 13:15. This will prevent meal punches from being deducted twice because he was within the meal window/.
Holidays 1. From the Pay Class screen, click on the Holidays tab and the Pay Class Holidays screen will appear (see figure). This tab is used to assign pre-defined Holidays to a Pay Class. Note: The tab will not be enabled if you selected No in Step 3: Pay Code Setup for “Does your company have paid Holidays?” The Holidays assigned to a Pay Class can be displayed in calendar format by clicking on the button. This button is activated when at least one Holiday is assigned to the Calendar Pay Class.
2. After completing the entry/selection of information for Step 5: Pay Class Setup, click on the Next button to advance to Step 6: Exception Setup. Step 6: Exception Setup Wizard [Optional Wizard Setup Step] Select Exceptions you would like to track Press the Exceptions button to select from 9 predefined exceptions. Exception Setup allows you to select whether or not to track differences in the time that an employee was scheduled and the actual time worked.
These 9 standard exceptions are: You may choose to track all, some, or none of these exceptions. The table below gives an example of the exceptions that would be displayed for an employee who was assigned to an 08:30 AM to 17:00 PM schedule. These Exceptions are based on the recorded IN and OUT punches. In the example above an employee has a schedule for Monday through Friday, and worked on Saturday, so the UNSCH exception would be displayed indicating that no schedule was found for that day. 2.
Do you want to import employees from Access Control? Answer Yes to this question if you want to use this built-in import feature. This feature allows you to import Time and Attendance employee information from the Access Control database directly into the Time & Attendance software. Note: This feature is only active if you selected in Step 1: General Setup Yes to integrate Access Control. Also, the Access Control module has to be activated. 1.
Do you want to import employee information from specific file? Answer Yes to this question if you want to use this built-in import feature. This feature allows you to import employee information from a text file directly into the Time Guardian database. To use this feature, you will need to know the name and location of the file to be imported. Click on the Employee Import button and the Import window (see figure) will appear on the General tab.
• Delimiter: Select a Delimiter from the dropdown list. The Delimiter is the character, which separates the data elements from one another. The choices are: Tab, Comma, Pipe, Semicolon, Backslash, Forward slash, or User Defined. If User Defined is selected, you must enter the character in the field provided. • Text Qualifier: Select a Text Qualifier from the dropdown list. The choices are: None, Single Quote, or Double Quote. The Text Qualifier is the character, which encapsulates a data element (i.e.
• Badge Number: Select how the Badge Number will be defined. The choices are: As it is, Same as Employee Number, or Manual Increment From. If Manual Increment From is selected, you must enter the starting number in the field provided. • Payroll Number: Select how the Payroll Number will be defined. The choices are: As it is, or Same as Employee Number. • Default Labor: Assign a default category for each Labor Level using the dropdown lists.
on the Add All button. The field(s) will then be displayed in the Selected list. Add additional fields until all data elements have been properly defined. Use the Remove Fields button to un-assign fields. To skip a data element, click on the ][ button. A “][“ character will appear in the Selected list to indicate that a data element was skipped. To re-order fields in the Selected Window, use the Move Up and Move Down buttons. 9. Click on the Run Import software. 10.
By default, all employees are selected. You can filter out employees by selecting: • To add an employee to the list, highlight the desired employee in the Available list and click on the Add button. To add all employees to the list, click on the Add All button. • To remove an employee from the list, highlight the desired employee in the Selected list and click on the Remove button. To remove all selected employees, click on the Remove All button.
Employees General When using an MTX-15 terminal, the Time & Attendance software provides you with two options to punch: with a badge or with a specific PIN number. The FPT-40 terminal provides you with two options to punch: with a specific ID number, or biometric template [fingerprint]. • Badges: When Badges are used, the Badge/PIN Number section of the Employee Setup needs to be the same number as on the badge.
Select from the dropdown the Management Type of; Access Control & Time Attendance, Time Attendance, or Access Control. The following Special Note only applies if the Access Control module is active. Special Note: Must change employee and department information in the Time & Attendance software for changes to be reflected in both the Time & Attendance software and the Nexus or AmanoNet databases.
Employees Contact Use this tab as a Human Resources function to record employee contact information (see figure for example). Employees Assignments Use this tab to Assign each employee to: Pay Class: Assigns a Pay Class to an employee. Pay Classes can be created in the Setup Wizard. Time Zone: Assigns the time zone of the location that the employee works in. Daily Rule: Assigns a daily rule to the employee if the Advanced Overtime module is active. Supervised by: Assigns a supervisor field to employee.
Employees Schedule Use this tab to schedule employees. Assign employees to: Schedule: Assigns a Schedule to an employee. Schedules can be created in the Setup Wizard. Define a Grace period for before and after time for Lock-in Schedule at the terminal. Select to use and define an override with Schedule Rotation or Weekly template. Employees Labor Level Use this tab as to assign Labor Levels/Home Department to employees (see figure).
Employees Certification From the Employees screen, click on the Certification tab and the following type of screen will appear: This tab allows you to track the employee’s training, education, achievements, or certifications. To add a certification, click on the Add/Edit Certification button. To add a Certification, click on the New button. Enter in a name and description for the Certification in the Name and Description fields. Click on the button when finished.
To update a Certification, highlight the desired item in the list. The selected Certification will appear in the Name and Description fields. After making your changes, click on the update button when finished. To delete a Certification, highlight the desired item in the list. The selected Certification will appear in the Name and Description fields. Click on the button. To add a Certification to an employee’s record, highlight the desired Certification in the button.
To adjust the benefit time for an employee, click on the Add button (Setup > Company > Settings Tracking Type must be set to Deaccruals for Add to be enabled). Click on the calendar icon to enter the date. Click in the Amount field and enter the amount. To reset the available amount to the entered value, check the Reset box The benefit balance for an employee will appear under the Benefit Balance column if the Tracking Type has been previously set to Deaccruals or Import Balance.
Employees Wages Use this tab as to create, increase (%), and/or delete wage rates (cost) for employees. This tab allows you to assign wages to employees. The Cost Rate and/or Billable Rate box(s) will only be enabled if a Cost and/or Billable is configured in the Rate Setup module for Standard Rate. Click on the Add button and a row will appear in the Rates box. Enter a rate for the employee in the Rate field. In the Operation field, select Rate, Add to, or Percentage. Rate is the employee's actual rate.
Employees AmanoNet This is part of an optional Access Control Module which requires activation to utilize. Use to setup access control integration with PIN numbers and/or tags for each employee. See the Access Control Integration section for additional configuration information. After completing the entry/selection of information for Step 7: Employee Setup, click on the Next button to continue to Step 8: Terminal Setup.
If No, the connected terminals will have to be polled manually using the Communications menu in the Time & Attendance software. Answer No to this question if only Access Control terminal(s) are directly connected to the PC in which the Time & Attendance software is installed. Do you want to configure Terminal Validation? If Yes is selected for Terminal Validation, click the Terminal Validation button and the Terminal Validation screen will appear (see figure).
• To add a Labor Level (department) category to the filter for Terminal Validation, highlight the desired item in the Available list and click on the Add button. To select all the listed items, click on the Add All button. • To remove a Labor Level (department) category from filter for Terminal Validation, highlight the desired item in the Selected list and click on the Remove button. To remove all the listed items, click on the Remove All button.
6. To filter/add employees for the Terminal Validation setting, click on the button. The Employee Filter window will appear: This filter is deeper as it acts upon the previous filter from the Department tab to filter out employees by selecting the Pay Class and Department/Labor Level tabs. Employees that are assigned to the selected Pay Class and/or Department/Labor Level will appear in the Available list.
Special Note: Selecting Holidays will only work with HandPunches (all HandPunch models). A Bell schedule requires you to enter the Duration for the bell to ring, the time of day for the bell to ring and the days of the week. Multiple entries can be made for Bell Schedules with different duration and day assignments. Bell Schedules are downloaded to the selected terminals by location in the Communications module. To do so, perform the following: 1.
Before a Location can be created, a Bell Schedule and Terminal Validation must be set. You must create a Location to communicate with your terminals. A Location enables the Time & Attendance software to distinguish and interact with the desired terminal(s). Only one terminal type can be used per Location. If you have more than one terminal type, you must have multiple Locations. The window will open on the General Tab with a Location Name.
• End Time: The time of the day of the End Date that the DLS period will end. Press the Reset button to Reset the DLS at the Terminal. 8. Click on the Connection tab. 9. In the Connection field, select the type of connection you are using to communicate with the terminal(s). The required information in the Connection Info will depend on your connection. • Ethernet: The terminals communicate to the Host PC via Ethernet connection. If selected, you must enter the IP Address and Port.
The Ethernet and directly connected terminals in this location will appear in the Terminals list (see figure). 12. Double-click on the found terminal or highlight the terminal and click on the Add button to add a new HandPunch Terminal to the Location and the Terminal window will appear for setup. If adding a new FPT-40 or MTX Terminal you must first search for the Terminal. 13. In the Name field, enter in a unique name [required field] that will be used to describe the terminal.
17. If you wish to assign a Terminal Validation setting to the terminal, select one from the dropdown list in the Validation field. 18. Click on the Options tab. In the Buttons boxes, place a check in the Labor box to activate the Labor button for a MTX-15 terminal. This box will be grayed out for FPT-40 terminal because this function is not available at the terminal. Click in the Coffee, Break, and/or Meal boxes to activate those functions at the terminals. 19.
To configure for an HP 1000, 2000, 3000, or 4000 Terminal set the following: Reject Threshold: The sensitivity of the terminal to the user’s hand geometry. Permitted values are 40 [strictest setting] through 200 [least strict setting-almost off], with a default of 125. Lock Control: The duration, in seconds, that the Lock Control output of the terminal will be activated. The default is 10 seconds ID Length: The User ID number length. Permitted values are 1 through 11, with the default being 11.
Step 9: Login Setup Wizard [Required] Please create your personal login The Login Setup allows you to create User profiles/accounts and assign access privileges to the accounts in Time Guardian. • When you add a profile, the option for the Administrator or Read Only access is provided. Once an Administrator has been given access, they will have the ability to add, modify and edit any data contained in the system. Note: At least one administrator profile must be created in this step.
Payroll – No access to Setup Wizard from the Edit menu. Only access to Employee, Timecard, Communications, and Recalculate modules. Also access to Reports and Payroll modules. However, no access to Global assign and apply functions. Supervisor – No access to Setup Wizard from the Edit menu. Only access to Employees, Timecard, and Reports modules. However, no access to Global assign and apply functions.
7. Click on the Employees tab to filter employees. 8. To filter/add employees for the Users, click on the Filter window will appear: button. The Employee By default, all employees are selected. This filter is deeper as it acts upon the previous filter from the Department/Labor Level tab to filter out employees by selecting the Pay Class and Department/Labor Level tabs. Employees that are assigned to the selected Pay Class and/or Department/Labor Level will appear in the Available list.
9. Click on the Department and/or Labor Level tab(s) [only active if “Advanced Labor Filter” is selected]. These tabs can be used to set the labor categories within each department that the user has access to. Note: If a labor level is marked red it has expired. 10. By default, all departments are selected and will appear in the Selected list. Departments can be removed from the Group by selecting them in the Selected list and clicking on the Remove button.
Chapter 4: Daily Use Initial Startup When the installation, software activation/registration, and Setup Wizard are complete, the Login screen will appear. The following figures may use Time Guardian, Time Guardian Plus, and Time Guardian Pro from the Time Guardian Series as examples. Enter the Username and Password you defined in Step 9: Login Setup, and click on the button and the Auto Find dialog will appear to select the type of terminal to be auto detected on initial startup.
Note: The software will always open to the tree view in the last module opened. If necessary, simply click on the “+” signs to expand the Daily Activities and/or Output Group to view the modules [Setup with subordinate modules will be present if Advanced modules are activated]. Some modules may not be active depending upon what selections were made using the Setup Wizard (i.e., selecting No on Step 8: Clock for terminals other than Access Control).
Menu Bar The Menu Bar contains three (3) drop-down menus [File, Edit, and Help], each with submenus to provide additional options that will assist you in the administration and use of Time & Attendance software. File Menu The features of the File Menu are: • Log Off: Log off current user. • Synchronize Access Control: Provides the ability to synchronize both the Amano Time & Attendance software database with the AmanoNet 7.6 or Nexus 220 databases.
• Setup Wizard: Provides the ability to edit setup of the software such as adding additional employees and changing current users (administrators). When this submenu is selected the Setup Wizard will appear (see figure). • Change Password: Provides the ability to change the password for the current user (administrator) if it has expired, or is set to change password on Login. When this submenu is selected the Change Password screen will appear (see figure).
capacities. This will also display what Time & Attendance modules are activated with a green checkmark. • Logged-In Users: Provides a screen showing all users currently logged into the TG Series software. This feature only active for registered users. • About: Provides the version of the software that you are using, which is required when placing a support call.
Table View The Table View displays the currently selected (highlighted) module in the Tree View. The items listed in the Table View can be sorted by double-clicking on the table header for that column (see example figure). Timecard Colors The following figure shows the colors displayed in the timecard to indicate various employee exceptions that have occurred if they have been configured to be tracked. Note: The amount of exceptions that can be tracked may vary depending on module activation.
Holiday Formulas Individual Holidays can be created in the Holiday window by selecting the Setup Wizard from the Edit menu, clicking on the Pay Code tab and pressing the Holiday button. A formula is used in the Date Definition and Condition tables to generate the holiday. Note: If the Advanced Pay Class Module is activated see this module for additional information on the Holiday Group and formulas.
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Chapter 5: Employee Administration Employees can be administered by selecting the Employees module in the Daily Activities group within the Tree View. The Employees module can consist of the following tabs: General, Personal, Contact, Assignments, Scheduling, Labor Level, Wages. The following tabs may be present if these modules have been activated; Access Control AmanoNet or Nexus220 Tabs, Advanced Schedule Certification Tab, Benefit Time Benefit Tab, and Web Interface Web Access Tab.
• Enter the employee information in the fields of each tab. Fields highlighted in yellow are required and no record can be saved without the proper information being entered. The following is an overview of each of these tabs including field names and definitions: Note: The employee badge number and employee number must be unique. Also, see Access Control about employee number requirements.
Supervisor: Check this box if this employee manages any other employee. This will allow the employee to show up in the supervisor list box on the assignment tab. Authority Level: The choices are: None, Service, Setup, Management, Enrollment, and Special. These choices are only utilized for Hand Punch Terminals. Reject Threshold: The choices are: Default, and 30 [strictest setting] – 250 [least strict]. Management Type: Available when using Access Control. The choices are: a.
Personal Tab From the Employees screen, click on the Personal tab and the following type of screen will appear: Gender: Male or Female. Soc. Sec. No.: The employee’s 9-digit social security number (first 5 digits masked). Birth Date: The employee’s birth date (MMDDYYYY). Marital Status: The employee’s marital status (Single, Married, Divorce, or Widowed). Default is Not Specified.
Assignments Tab From the Employees screen, click on the Assignments tab and the following type of screen will appear: Pay Class: Assigns a Pay Class to an employee. Pay Classes are created in the Pay Class tab in the Setup Wizard. Select a Pay Class from the dropdown list. Time Zone: Assigns the time zone of the location that the employee works in. Select the appropriate time zone from the dropdown list. Daily Rule, only appears if Advanced Rounding module is activated.
From the Employee Filter screen, click on the Employee tab to show Available and Selected lists of employees. Both the Available and Selected lists of employees can be sorted by typing in the “Criteria” fields above each list. To add an employee, highlight the desired employee in the Available list and click on the Add button. To select all the listed Available employees, click on the Add All button.
When using a Lock-in Schedule at the terminal you can define the grace time allowed before schedule start time and after schedule end time. When selecting to override a schedule you can select to use a template from; Schedule Rotation or Weekly. Advanced Schedule module must be activated for this feature.
To assign a Cost and/or Billable Rate, click on the Add button and a row will appear in the Rates box. In the Date field, enter a date when the rate for the employee will be in effect. Enter a rate for the employee in the Rate field. Rate is the employee's actual rate. Percentage will increase the existing rate for the employee by the percentage on the date as defined in Rate Setup.
Global Apply 1. To globally assign settings to a group of employees, highlight the desired employees from the list in the Table View, and click on the Global Apply figure). button (see the following 2. The Global Apply window will appear (see the following figure) to choose which sections (parameters) to globally apply to the employees. Note: This Global Apply Wizard essentially corresponds to the tabs found on the Employees screen (see Adding Employees).
From this window, the user can choose to apply a specific setting by clicking on the box next to the selection. If no checkmark is placed in the box, then the selection will not be applied to the employee(s). In the example (figure above), the user choose to apply all the selections to the employee(s). When the Global Apply Wizard is completed, all these settings will be applied to all the employees selected on the list.
Scheduling – Global Apply If selected, the Scheduling window for the Global Apply Wizard (see the following figure) will be the 3rd to appear. This corresponds to the Schedule tab found on the Employees screen (see Schedule Tab). From this window, the user can change the employee’s schedule. They can choose to change the employee's selected schedule by clicking on the box next to Schedule Settings. If no checkmark is placed in this box, then the Schedule selections will not be applied to the employee(s).
Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship). From this window, the user can choose to apply a specific setting by clicking on any of the “Labor Level Settings and choosing a department from the dropdown list. If no checkmark is placed in the box, then the selection will not be applied to the employee(s). In the example (figure above), the user choose to change the selected employee(s) home labor levels 1.
The Cost Rate window allows the user to specify and apply rate settings by clicking on the radio button next to the selection. If the radio button is not selected, then the selection will not be applied to the employee(s). The user can choose to Assign Rate Table, or Assign Rate Increase. Note – the first option would replace the existing settings with the new settings, while the 2nd option is only applied to employees with a Rate Table.
The Billable Rate window allows the user to specify and apply rate settings by clicking on the radio button next to the selection. If the radio button is not selected, then the selection will not be applied to the employee(s). The user can choose to Assign Rate Table, or Assign Rate Increase. Note – the first option would replace the existing settings with the new settings, while the 2nd option is only applied to employees with a Rate Table.
Note: This global apply function will only be available when Web Interface module is activated. From this window, the user can choose to apply Web Access settings by clicking on the box next to the selection. If no checkmark is placed in the box, then the selection will not be applied to the employee(s). In the example (figure above), the user is choosing to override the employee's password with the specified setting and to grant the Punch, Previous Punch, and Reset Password privilege to the employee(s).
Click on Yes to delete. The employee record will be removed from the list, including all historical data. Note: It is recommended that you make the employee inactive instead of deleting the employee in case you would want to reactivate the employee at a later date. Editing Employees To edit an employee record, double-click on the desired employee record, or highlight the button.
Chapter 6: Timecard Administration Timecard Module Employee punches can be viewed, added, edited, and deleted in the Timecard module. The Timecard module is accessed by selecting the Timecard module within the Daily Activities group in the Tree View. Employees can be initially filtered in ascending order by using a field with a dropdown list located on the top of the Timecard window (see above figure).
• To select Exceptions, highlight the desired Exceptions in the Available list and click on the Add button. To select multiple Exceptions hold down the “Shift” key and/or “Ctrl” keys. • To select all Exceptions, click on the Add All button. • To remove Exceptions, highlight the desired Exceptions in the Selected list and click on the Remove button. (see above procedure for selecting multiples). • To remove all selected Exceptions, click on the Remove All button.
Punches Tab From the Timecard module double-click on an employee or highlight an employee on the list and click on the Timecard shown: icon to view the Timecard grid screen with the Punches tab as The Punches Tab in the Timecard grid consists of the following displayed columns: Time Guardian Series – Timecard Administration 6-3
Note: If the Advanced Labor/Rate module is activated, the Timecard can show the Billable Rates depending upon the User privileges. Information Indicators The Indicator field in the Punches tab displays symbols to indicate that certain data in the Timecard grid was entered or modified. The indicator symbols are as follows: Note: By putting the mouse over the icon you can see the information that the icon represents.
Illustration of Bill Jackson timecard before overrides Illustration of Bill Jackson timecard after override Note: The Period Totals on the bottom of the timecard show the before and after amount of hours. Adjustments Tab This function allows pre-calculation Timecard adjustments to be made to Labor Levels, Pay Codes, Hours (not for BONUS Pay Code), and Dollars (only for BONUS Pay Code). A Comments/Reasons column is provided to make notes (i.e., reason for the adjustment).
4. If desired, enter a information in the Comments/Reason field. Step 3 must be completed for this field to be open for entry. button to insert a row in the Timecard grid at the appropriate Note: Use the Add Row location for an adjustment such as using more than one Pay Code; i.e., OT for overtime hours. Press the Delete Row button to remove a row. For example, Bill Jackson worked 10 hours on Monday.
The Adjustments Tab in the Timecard grid consists of the following displayed columns: Totals The Daily and Pay period Totals for the employee are shown in the Timecard grid at the bottom of the screen to provide a quick view for the employee’s Daily and Pay period totals (see figure).
Icons/Commands The toolbar of the Timecard grid consists of the following: Activation of the following modules will add these associated icons; User Module will add Preferences Benefit Time Module will add Benefit icon on the timecard toolbar. icon on the timecard toolbar. Advanced Schedule Module will add Create Individual Schedule toolbar.
Grid Navigation Timecard grid navigation can be accomplished through the following keys and mouse clicks: Note: Holding down any of the above keys will cause the cursor to move rapidly in the designated direction.
Hot Keys The table below lists hot keys for commands for the Timecard grid. Some may also used throughout the Amano Time & Attendance software family. Adding, Editing and Deleting Employee Punches Adding Punches Punches are added by clicking on the desired IN or OUT punch field and or by clicking the Add Punch button in the toolbar and entering the time in the field. Punches can be entered in either military or AM/PM format. For example, 5 o’clock PM can be entered as 500p (AM/PM) or 1700 (Military).
Editing Punches To edit punches, double-click on the desired IN or OUT Punch field and enter the desired time. When you have finished, click on the Save button in the toolbar to save your changes. Deleting Punches To delete a punch, click on the desired IN or OUT Punch field and press the Delete button. When you have finished, click on the Save button in the toolbar to save your changes.
Note: The Sch Auth columns will not appear on the timecard if there is no schedule. Authorizing Payroll Export To authorize hours for an employee to be included in the payroll export file, place a check in the corresponding Hours column in the timecard on the Punches tab (see figure). This is required if “Hours for payroll require authorization” was checked in the Overtime Rules tab from the Pay Class step in the Setup Wizard.
• When Add Punch is selected, the following is an example of the General Global Edit window: • • • Enter Punch Settings for; − Punch: enter punch time (i.e., 16:00 [4:00 PM]). − DLS: check box if you want punch entered under DLS. − Paid As Punch: check box if you want punch to be paid as punch. − Select Punch Type: the choices are; Standard, or Transfer. − If Standard for Punch Type selected, no other choices available.
• • Enter Adjustment Settings for; − Hours: enter amount of time (i.e., 08:00). − Pay Code: select the Pay Code to credit punch hours to from the dropdown list. The default choices are; REG, OT, DT, SCK, VAC, PER, HOL, BONUS, JURY, BRV, or user named ones. − Zone Code: select the Zone Code to credit punch hours to from the dropdown list. Note: Zone Differentials module must be activated for this feature to be available.
• To add an exception, highlight the desired exception in the Available list and click on the Add button. • To add all exceptions from the Available list, click on the Add All button. • To remove an exception, highlight the desired exception in the Selected list and click on the Remove button. • To remove all selected exceptions, click on the Remove All button. 1. Click on the Move Up or Move Down buttons to move an exception up or down in the Selected column to change the priority.
• • • Click on the Next button, and the following is an example of the Pay Class Global Edit window that will appear: • To add a Pay Class, highlight the desired Pay Class in the Available list and click on the Add button. • To add all Pay Classes from the Available list, click on the Add All button. • To remove a Pay Class, highlight the desired Pay Class in the Selected list and click on the Remove button. • To remove all selected Pay Classes, click on the Remove All button.
• Click on the Next button, and the following is an example of the Employees Global Edit window that will appear: • To add an employee, highlight the desired employee in the Available list and click on the Add button. • To add all employees from the Available list, click on the Add All button. • To remove an employee, highlight the desired employee in the Selected list and click on the Remove button. • To remove all selected employees, click on the Remove All button.
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Chapter 7: Communications The Communications module is used to remotely communicate with terminals in setup locations. Locations and Terminals can be configured during the Setup Wizard Step 8: Terminal Setup. Operations include polling, downloading, setting the time, and viewing specific terminal settings in a location. Polling, or polled operation, refers to actively sampling the status of the external terminals by the client program Time & Attendance software.
To select specific MTX terminals within a location, double-click on the desired location row, and the following Communications dialog will appear for MTX terminals: To select specific FPT-40 terminals within a location, double-click on the desired location row, and the following Communications dialog will appear for FPT-40 terminals: The Send Maps, Receive Maps, and Clear Maps commands are only used for FPT-40 terminals.
Chapter 8: Recalculate The Recalculate module is used to recalculate employee hours for the selected Pay periods within a given Pay Class. The Pay period must be open for hours to be recalculated. Recalculate Module To Recalculate employee hours: 1. Click on the Recalculate module within the Daily Activities group in the Tree View. 2. Click on the button, and the Recalculate window will open with the Pay Class tab. 3.
To remove employees that belong to a particular Department/Labor Level, highlight the desired Department/Labor Level in the Selected list and click on the Remove button. To remove all, click on the Remove All button. Departments can be filtered in both the Available and Selected lists by selecting a sort category in the dropdown list in the sort field. Then enter secondary filter data into the Criteria fields above each list. Only Departments matching the data entered will appear in both lists. 5.
Chapter 9: Output Group Reports Module Reports are the largest and most important output from the system. Below is a list of the reports available from Time Guardian. The general format of each report type is fixed, but some content can be hidden. Reports will be resized to fit large data fields such as Badge Number, Employee Number, Employee Name, and Labor Names. Report Name Description Audit Report Lists by user and date parameter changes made to the system with old and new values shown.
The following is a list of the additional reports available when optional modules are activated (equivalent to Time Guardian Pro). Report Name Description Unauthorized Hours Report (from Advanced Pay Class) Lists by employee and date hours that are not authorized to go to the payroll export file. Timecard Summary Report (from Advanced Pay Class) Lists daily employee punches, hours, exceptions, and schedules in a portrait style report format.
3. In the Name field, enter a name for the report [required field]. 4. Enter in a brief description of the report in the Description field. 5. In the Report field, select the type of report you want to create. The choices are; Hours Summary Report, Employee Report, Labor Analysis Report, Presence Report, Historical Hours Report, Exceptions Report, Time Card Detail, Audit Report, and Tips Report.
9. For Presence Report: Check the following options to include them on the report: • On Premise • Out • Absent 10. For Historical Hours Report: Check the following options to include them on the report: • Exception(s) Per Day • Display Weekly Total • Select Day of Week 11. For Exceptions Report: Check the following option to include it on the report: • Show comments 12. For Audit Report: Check the following option to include it on the report: • Show full Audit history 13.
18. If Date Range was chosen as the Date Selection, you must enter the From Date and Until Date using the Calendar icon. You also have the option of going forward or backward as many days, weeks, months, or years from the From Date using the Forward and Backward options. 19. Click on the Title/Page Footer tab. See the following illustration for an example: 20. In the Title field, enter the title that you want to appear on the report.
6. Placing a check in the Totals column will total each of the sorting criteria selected. 7. Placing a check in the Ascending column will list each of sorting criteria selected in ascending order on the report. No check will list them in descending order. 8. Placing a check in the Show column will allow the selected sort criteria to appear in the report. 9.
• To add a Pay Code to the report, highlight the desired Pay Code in the Available list and click on the Add button. • To add all Pay Codes to the report, click on the Add All button. • To remove a Pay Code from the report, highlight the desired Pay Code in the Selected list and click on the Remove button. • To remove all selected Pay Codes, click on the Remove All button. 10. Click on the Move Up or Move Down buttons to move an item up or down in the sort Selected column to change the priority. 25.
• To add a department/labor level to the report, highlight the desired department/labor level in the Available list and click on the Add button. • To add all available departments/labor levels to the report, click on the Add All button. • To remove a selected department/labor level from the report, highlight the desired department/labor level in the Selected list and click on the Remove button. • To remove all selected departments/labor levels, click on the Remove All button.
• To add an employee to the report, highlight the desired employee in the Available list and click on the Add button. To add all employees to the report, click on the Add All button. • To remove an employee from the report, highlight the desired employee in the Selected list and click on the Remove button. To remove all selected employees, click on the Remove All button.
Employee Report As seen in the following example, the Employee Report provides a list of employees, including all of the information contained in the General tab of the Employee Setup Wizard. Schedule Posting Report As seen in the following example, the Schedule Posting Report provides a list of employees, including the information showing when they are scheduled to work. Requires Advanced Schedule module activation to be available.
Schedule vs. Actual Report As seen in the following example, the Schedule vs. Actual Report provides a list of employees, showing when they were scheduled to work versus the actual hours they worked plus the variance in percent. Requires Advanced Schedule module activation to be available. Exceptions Report The flagging of Exceptions is a valuable piece of information that can be provided by Time Guardian.
Historical Hours Report This report displays all of the historical data of an employee for a defined length of time, including exceptions, absences, and Pay Code information. Exceptions (must have at least one exception selected) to be included in the report. To include a tabulated summary of Exceptions for each day of the week, select to, “Exceptions Per Day”. Hours Summary Report This report provides a one line total for each employee, displaying pay codes, wages, and total hours.
Unauthorized Hours Report This report displays employee list with date and hors that are not authorized to go to payroll export file. Labor Analysis Report As seen in the following example, the Labor Analysis Report provides a complete and detailed account of employees’ labor for a specified period of time. Information will vary based on your company’s Setup Wizard selections.
Presence Report As seen in the following example, the Presence Report provides a list of employees currently punched IN at the terminal. This report will only be accurate if the terminal is polled regularly. Time Card Summary and Time Card Detail Reports As seen in the following examples, the Time Card Detail Report and Time Card Summary Report provide a complete and detailed account of employees’ punch times, totals, wages, and exceptions for a specified period of time.
Tips Report As seen in the following example, the Tips Report provides a complete and detailed account of employees’ punch tips with totals for a specified period of time. Information will vary based on your company’s Setup Wizard selections. DeAccrual Balance Report As seen in the following example, the DeAccrual Balance Report provides a list of employees, showing balance of remaining yearly benefits. Requires Benefit Time module activation to be available.
Running a Report Profile To run a report from a Report Profile, select the desired Report Profile from the list in the Table button. The report will be View of the Reports module, and click on the Run Report generated, and displayed on screen if Adobe Acrobat PDF Output format was selected. If Excel Output was selected, the report will be generated and an Excel worksheet created and saved in the Amano Time & Attendance software directory [i.e.
2. To create a new Payroll Profile, click on the window will appear: button, and the following Payrolls Profile 3. In the Name field, enter a name for the payroll profile [required field]. This field automatically filled out during setup wizard with QuickBooks Pro selection. 4. Enter a brief description of the payroll profile in the Description field. This field automatically filled out during setup wizard with QuickBooks Pro selection. 5.
See the following matrix tables for additional information on Specific Payroll Settings: QuickBooks Pro Examples of export iif file fields for QuickBooks Pro are shown in the following matrix table: 9-18 Time Guardian Series – Output
ADP For DOS Examples of export file fields for ADP for DOS are shown in the following matrix table: Time Guardian Series – Output 9-19
ADP PC Payroll For Windows Examples of export file fields for ADP PC Payroll for Windows are shown in the following matrix table: 9-20 Time Guardian Series – Output
CBS Payroll Examples of export file fields for CBS Payroll are shown in the following matrix table: Time Guardian Series – Output 9-21
Ceridian Power Pay Examples of export file fields for Ceridian Power Pay are shown in the following matrix table: 9-22 Time Guardian Series – Output
EasyPay Examples of export file fields for EasyPay are shown in the following matrix table: Time Guardian Series – Output 9-23
Excel Examples of export file fields for Excel are shown in the following matrix table: 9-24 Time Guardian Series – Output
Gevity HR Examples of export file fields for Gevity HR are shown in the following matrix table: Time Guardian Series – Output 9-25
Paychex Paylink Examples of export file fields for Paychex Paylink are shown in the following matrix table: 9-26 Time Guardian Series – Output
Paychex Preview Examples of export file fields for Paychex Preview are shown in the following matrix table: Time Guardian Series – Output 9-27
PayDay Examples of export file fields for PayDay are shown in the following matrix table: 9-28 Time Guardian Series – Output
PayWeb Examples of export file fields for PayWeb are shown in the following matrix table: Time Guardian Series – Output 9-29
Peachtree Win Examples of export file fields for Peachtree Win are shown in the following matrix table: 9-30 Time Guardian Series – Output
9. Click on the Date Range tab. The following is an example of the Date Range tab window: 10. In the Date Selection field, select the date range for the report. The choices are; Today, Yesterday, Last Open Period, Previous Open Period, Current Week, Previous Week, Current Month, Previous Month, Last 2 Weeks, Date Range, Current Pay period, and Previous Pay period.
• To add all departments to the payroll file, click on the Add All button. • The departments in the payroll file will be separated in the order that they appear in the Selected list. To change the order of the departments in the Selected list, select the desired department, and click on the Move Up and Move Down button. • To remove a department from the payroll file, highlight the desired department in the Selected list and click on the Remove button.
Note: An error message may appear if the Payroll interface cannot be created. Please check the Payroll Settings and/or consult Amano support if necessary. QuickBooks Manual Integration The setup process to create a QuickBooks export iif file manually is as follows: Part A - Configuration Step 1. During installation of the Amano Time & Attendance software the Setup Wizard in Step 1: General Setup will ask; Do you want to send employee hours to your payroll software? Select Yes. Step 2. Select *.
Step 2. Select Utilities Export Timer Lists and the following screen will appear: Step 3. Enter the name for the payroll file in the File name field (see figure). It is recommended to use an .iif file extension.
Step 4. Click Save button and if successful a message will appear; “Your data has been exported successfully”. After the file has been saved, open the file using Notepad (see figure). Information from this file will be used to create the export file from the Amano Time & Attendance software. Part C – Payroll Export Step 1.
Step 5. Enter the version number of the QuickBooks package you are using. This information can be obtained from QuickBooks iif file opened with Notepad (see figure). Step 6. Enter the release number of the QuickBooks package you are using. This information can be obtained from QuickBooks iif file opened with Notepad in (see figure). Step 7. Enter the Company Name from QuickBooks. This information can be obtained from QuickBooks iif file opened with Notepad (see figure). Step 8.
Time Guardian Pay Codes QuickBooks Payroll Field ID REG Regular Pay HOL Holiday Pay Step 10. From the Time & Attendance software Payrolls screen, click on the Employee tab (see figure), and select the employee. Step 11. To filter/add employees for Payroll, click on the Employee tab, select the employee, and click on the button.
Step 11. Save the Payroll Settings you just created and then select the Run Payroll to generate the payroll export file from the Time & Attendance software. icon Step 12. Once the export file has been created from the Amano Time & Attendance software it can now be imported by QuickBooks. From QuickBooks select File from the main menu (see figure). Step 13. From QuickBooks Pro, select Utilities =>Import => Timer Activities and the following QuickBooks screen will appear: Step 14.
Step 15. From QuickBooks view the imported employee information, create paychecks if desired, and/or submit for payroll. QuickBooks Auto Integration Note: For auto synchronization to work: QuickBooks 2011 or no older than 2 years (2009) must be installed. Also, QuickBooks Pro must be started up first and running before starting up the Amano Time & Attendance software. The following procedure describes how to setup the Amano Time & Attendance software for QuickBooks Pro auto integration/synchronization.
Part B – Employee Exchange Step 1. From Setup Wizard in Step7: Employee Setup, check the box to Sync Employee(s) with QuickBooks and select the method of synchronization from the dropdown choices of; Import from QuickBooks, Export to QuickBooks, or Both ways [bidirectional]. Step 2. The selection of Direct Integration for QuickBooks will auto create the QuickBooks Pro payroll template.
Step 3. From the File menu in the Time & Attendance software, select “Synchronize Employee(s) with Payroll”. Step 4. The “Please make sure that QuickBooks is running before proceeding to synchronize” message will appear click OK to proceed. Step 5. When the NO CERTIFICATE message appears; select “Yes, always allow access even if QuickBooks is not running” and “Allow this application to access personal data such as Social Security Numbers and customer credit card information” click Continue.
Step 6. When the Confirm to Proceed message appears; click Yes. Step 7. When the Access Confirmation message appears; click Done. Step 8. In QuickBooks, click Edit and select the Preferences Option. When the Preferences screen appears, click on the Company Preferences tab to verify access to QuickBooks; click OK. Step 9. The “Synchronizing Payrolls” message will appear followed by the message “Successfully synchronized employees with QuickBooks” click OK to finish.
Part C – Payroll Export Step 1. Click on the Specific Payroll Settings button to perform Pay Code mapping. QuickBooks should be configured for your company. From the General tab select if you want to Overwrite duplicate payroll entries for Direct Integration. If this box is not checked, the hours sent will be duplicated each time hours are transferred to QuickBooks. Step 2. Click on the Pay codes tab to perform Pay codes mapping with QuickBooks from the QuickBooks Pay Code(s) screen.
Step 4. To filter/add employees for Payroll, click on the Employee tab, select the employee, and click on the button. The Employee Filter window will appear: The Employee filter is deeper as it acts upon the previous filter from the Date Range and Breaks tab to sort out employees by selecting the Pay Class, Department, Labor Levels, and Employee tabs. Employees that are assigned to the selected Pay Class and/or Department/Labor Level will appear in the Available list.
The synchronization will be performed depending on what was selected for the method of synchronization in the Wizard Employee Setup for how to Sync Employee(s) with QuickBooks with the choices of; • Import from QuickBooks – QuickBooks acts as the master. Suggested for scenario where you already have the QuickBooks as the payroll software and the Time & Attendance software is being added.
3. In the Name field, enter a name for the Import profile. 4. Enter a brief description of the Import profile in the Description field. 5. Enter the name and path of the import file in the File Name field, or click on the browse button to the right of the field to browse for the file you wish to import. 6. Select the Import Type from; Employee, Individual Schedule [requires Advanced Schedule module], Advanced Schedule [requires Advanced Schedule module], and Override Existing. 7.
b. Text Qualifier: Select a Text Qualifier from the dropdown list. The choices are: None, Single Quote, or Double Quote. The Text Qualifier is the character, which encapsulates a data element (i.e. “California”). c. Date Format: Select the date format from the dropdown lists. The choices are: Month (1), Month (01), Month (Jan), Month (January), Year (90), Year (1990), Day (1), Day (01), and Day (Mon). d. Hour Format: Select the hour format. The choices are; Hour (8:00), Hour (08:00), Hour (08.
The contents of your import file will be displayed line by line in the File Contents window. This area allows you to assign fields to data elements in each line. You can select to import a single line, a selected group of lines or all lines. To set the row number of the import file that the import operation will begin at, enter a number in the Start Import At Row field. Each data element in the import file must be defined in the order that it appears.
Creating an Export Profile 1. Click on the Export module within the Output group in the Tree View. 2. Click the appear: button to create a new Export profile and the following Export window will 3. In the Name field, enter a name for the Export report profile [required field]. 4. Enter a brief description of the Export report profile in the Description field. 5. Enter a file name in the File Name field and press the browse button to establish a path of where the file will be placed. 6.
Auto Process Module The Auto Process module provides a way to schedule time and attendance processes such as reports (printed, archived, and e-mailed), communications with terminals, data import, data export, and synchronization with Amano Nexus 220/AmanoNet access control systems from the Amano Time & Attendance software. The Auto Process will run as a service in the background based upon the selections and the “Recurrence” settings that you have defined.
6. For Process Type choose from; Report, Communications, Import, Export, or Synchronize Access Control. Note: The Auto Process for Report, Import and Export, which runs as a service, will run the selected Report, Import, and Export profiles with a frequency based upon the “Recurrence” settings. The Auto Process for Communications will either Poll, Set Time, or Download the selected terminals based on “Recurrence” settings.
a. Operation: Select Poll, Set Time, or Download, When Download is selected, the Poll before option will be enabled. Check this option if you want to poll the selected terminals before downloading. b. Location Setting: The Location Setting lists all Locations that are configured in the Time & Attendance software. To enable the use of a Location for Auto Process, check the Active box.
Enter the following: a. Every: Enter the number of days that the process will run. For example, if you want to run the process every 2 days, enter 2. b. Starting: Enter a start date manually in MMDDYYYY format or click on the The Select Date dialog box will appear: button. c. Start Time: Enter the time of day (HH:MM) that you want the process to run. d. Run Every: Check this option if you wish to run the process, on an hourly basis.
Enter the following: a. Day: Enter the day of the month. b. Month(s): Enter the number of months that the process will repeat. c. Start Date: Enter a start date manually in MMDDYYYY format or click on the The Select Date dialog box will appear. button. d. Start Time: Enter the time of day (HH:MM) that you want the process to run. Yearly: The process can be set to run once every year on the date specified. Enter the following: a.
Chapter 10: Advanced Pay Class Module Introduction to Advanced Pay Class Module Pay Class contains rules that affect more than one day of the week. The activation of the Advanced Pay Class Module provides the user with additional uncommon rules.
Using the Advanced Pay Class Module Holidays The Holiday Group of the Pay Class Module allows you to add, edit or delete company holidays, and create Holiday Groups. Individual Holidays are created in the Holiday window, and a group of Holidays or rules are created in the Holiday Group. A Holiday Pay Code should be created prior to adding your holidays. If it has not been selected you will be unable to assign holiday hours to a Pay Code until one has been created. How to Create a Holiday 1.
6. Using the Pay Code dropdown list, assign the Pay Code that will be awarded for that holiday. 7. Select the Type for the Holiday. The choices are Schedule or Hours. If Hours is selected, proceed to Step 8. If Schedule is selected, proceed to Step 9. 8. Enter in the number of hours that will be awarded for the holiday. 9. Click on the Setting tab. The Setting tab is used to enter the date that the holiday occurs on. A formula is entered in the Date Definition and Condition tables to generate the holiday.
3. If you want the employee to be awarded holiday hours for working on a Holiday, place a check in the checkbox. If a check is placed in the checkbox, you must meet the Eligibility Requirement. The choices are Always or Must Satisfy Seniority Eligibility. The Eligibility Requirement is set in the Seniority and Schedule Eligibility tabs. 4. Click on the Seniority Eligibility tab. 5.
7. If the eligibility requirement chosen requires hours, enter the number of hours in the Hours field and select the desired “From Date” (Hire Date or Selected). For Selected, use the Calendar icon to select the “From Date”. 8. If the eligibility requirement chosen requires hours, you also must specify the Pay Code(s) for the hours worked. In the Pay Code Selection field. The choices are: Worked Hours, NonWorked Hours, All Hours, or Selected Pay Codes.
• Must work next and previous scheduled day: To be awarded holiday hours, the employee must work a required minimum amount of hours in the designated Pay Code(s) on the previously scheduled day before and the next scheduled day after the holiday. • Must work next or previous scheduled day: To be awarded holiday hours, the employee must work a required minimum amount of hours in the designated Pay Code(s) on the previously scheduled day before or the next scheduled day after the holiday. 11.
To add a Holiday to the group, highlight the desired Holiday in the Available list and click on the Add button. To select all Holidays to the group, click on the Add All button. To remove a Holiday from the group, highlight the desired Holiday in the Selected list and click on the Remove button. To remove all selected Holidays, click on the Remove All button. 12. Click on the Move Up or Move Down buttons to move a holiday up or down in the Selected column to change the priority. 15.
3. Using the drop down list, select for the Shift Auto Punch Out based on; none, Schedule End, or Last In-Punch. The following two scenarios can be used to understand how this selection affects punching in and out. For Scenario 1 - if Schedule End is selected for an employee that has a schedule = 8:00am - 5:00pm. If the actual last In-Punch was 8:20 and the minutes from was set for 120 minutes. [2 hours], then the employee would be automatically punched out at 7:00pm.
8. Enter the time (in 24 hour format) that your business day ends in the Time field. 9. Enter the Maximum shift length or window of time (HH:MM) that will enable punches to be grouped together for one shift. 12 to 13 hours is a recommended number for this field thus allowing all lunch or break punches to be applied to the correct schedule. 10. Enter the number of punches allowed that cross the day change time to be calculated for the schedule in the Maximum number of punches field.
If Shift Requirement is: AND: Punches P1 through P6 qualify. OR: Punches P1 through P4 qualify because of shift length. 12. Click on the Holiday tab. To add a Holiday to the Pay Class, highlight the desired Holiday in the Available list and click on the Add button. To add all Holidays to the Pay Class, click on the Add All button. To remove a Holiday from the Pay Class, highlight the desired Holiday in the Selected list and click on the Remove button.
14. When you have finished, click on the appear as a row in the Table View. button to save your settings. The Pay Class will Viewing Holidays in a Pay Class The Holidays assigned to a Pay Class can be displayed in calendar format by clicking on the button. This button is activated when at least one Holiday Group is assigned to the Pay Class. The Year field is used to view the current, previous, or following year’s scheduled holidays.
2. Click on the Add button, and the Pay Codes window will appear. 3. In the Name field, enter in a name for the Pay Code. Duplicate names are not allowed. 4. In the Description field, enter in a brief description of the Pay Code. 5. Enter the Position number. A Position number is assigned automatically but can be changed. This number is used for display order on reports and the Timecard grid. 6. Select the Primary Type (how the hours awarded to a specific Pay Code will be classified).
Chapter 11: Advanced Overtime Module Advanced Overtime Module Introduction Overtime is the time an employee works that extends beyond a certain amount of time that is set by the Administrator of the Time & Attendance software. Daily overtime is based on hours worked and is a way of awarding the employee for working more hours than a set hour value in a day. The hours that exceed the set hour value are paid at a high wage.
• Shift Rules − − − Exception Template Shift Overtime Template Outside Shift Overtime Template User Interface: From shift link in tree view only exception templates shift overtime and outside shift overtime can be created and assigned to a shift template Note: If the advanced overtime module is not active, the shift overtime and outside shift overtime nodes will be grayed out but the exception template will stay selectable and theses nodes will not be accessible from the tree view.
2. If you want the Pay Rate to be time and a half for overtime, check the Pay Time and a half option, otherwise the Pay Rate will default to the multiplier in the Pay Codes. Check “Apply On Call for Weighted Average Overtime” if you want to calculate overtime plus pay On call bonus. For example, if overtime is awarded after 40 hours: Day Pay Code Split Hours Monday REG Y 8.0 Tuesday REG Y 8.0 Wednesday REG Y 8.0 Thursday REG Y 8.0 Friday REG Y 10.
3. For Weekly Overtime, select the Weekly Overtime template and the Reset date in the fields provided. The setup for this overtime allows you to select whether the hours counted will occur in a "Weekly Start", "Pay Period Day of Week Start", or "Pay Period". This is called the overtime reset date. • If Weekly Start is selected, then you must select the day of the week the reset begins on (Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday).
Execution of Priority The list is calculated in order as they occur provided that the word “Continue” is in the Action field of each overtime type. When the Action field is set to “Stop”, any overtime types that are listed in the table where this occurs will not be executed, if employee qualifies for that overtime. To proceed, you must change the Action field from Continue to Stop in the selected overtime type.
Shift Overtime Overtime is the time an employee works that extends beyond a certain level of time set by the company’s policies. Shift overtime is based on hours worked and is a way of rewarding the employee for working more hours than a set hour value in one shift (Schedule). The hours that exceed the set hour value are normally paid at a high wage or rate. Up to (4) levels of Shift Overtime can be used. Each level can be assigned its own threshold limit.
3. Enter a name for the Shift Overtime rule in the name field. 4. Enter a description of the Shift Overtime rule in the Description field. Note: If you wish to duplicate the properties of an existing Shift Overtime template for another Shift Overtime template, select the desired Shift Overtime template from the Shift Overtime window, open it, enter in a new name and click on the Shift Overtime template will appear in the Shift Overtime window. button. The new 5. Click on the Level tab. 6.
8. In the Count table, check the Pay codes in each column that you want to be combined to achieve each level’s threshold. For example, if you checked REG and HOL in the Level1 column, then the hours for REG and HOL Pay codes will be combined to reach Level1’s threshold value. Note: You can select all the Pay codes in a given column by clicking on the column heading. You can also deselect any checked Pay codes in a column by clicking on the column heading.
3. Enter a name for the Outside Shift Overtime rule in the name field [required field]. 4. Enter a description of the Outside Shift Overtime rule in the Description field. 5. Select either Before Shift, After Shift, or both. The Before and After tabs will be active only if they are checked.
9. In the Count table, check the Pay Codes in each column that you want to be combined to achieve each level’s threshold. For example, if you checked REG and HOL in the Level 1 column, then the hours for REG and HOL Pay Codes will be combined to reach Level 1’s threshold value. Note: You can select all the Pay Codes in a given column by clicking on the column heading. You can also deselect any checked Pay Codes in a column by clicking on the column heading.
13. In the Count table, check the Pay Codes in each column that you want to be combined to achieve each level’s threshold. For example, if you checked REG and HOL in the Level1 column, then the hours for REG and HOL Pay Codes will be combined to reach Level1’s threshold value. Note: You can select all the Pay Codes in a given column by clicking on the column heading. You can also deselect any checked Pay Codes in a column by clicking on the column heading.
To create a Daily Overtime template: 1. Click on the Daily Overtime node within the Daily Rules module in the Tree View (see figure). 2. Click on the button, and the following Daily Overtime window will appear: 3. Enter a name for the Daily Overtime template in the name field [required field]. 4. Enter a description of the Daily Overtime template in the Description field. 5.
6. In the Level tab, select the day of the week that this overtime rule will apply to, using the Day of the Week/Holiday(s) field. The choices are Sunday through Saturday, Default, or Holiday Group. The Default setting will be used for any day(s) or Holiday(s) not defined explicitly. Enter the threshold limits and assign a Pay Code to each level of overtime. 7. Click on the Count tab and the following window will appear: 8.
To create a Period Overtime template: 1. Click on the Period Overtime node within the Shifts Module in the Tree View, and the following type of screen will appear. 2. Click on the 11-14 button, and the Period Overtime window will appear (see figure).
3. Enter a name for the Period Overtime template in the name field [required field]. 4. Enter a description of the Period Overtime template in the Description field. 5. Select Period Hours. The choices are; Current Calculated Day, or Previous Calculated Day of the 1st In-Punch. 6. Enter the Period Length in HH:MM. 7. Enter the Time in HH:MM for period overtime. 8. Click on the check box if you wish the Period to start on the first In Punch only.
Note: The (4) buttons at the top right of the Level tab allow you to Select (or De-select) all, copy, cut, and paste the (Overtime) Pay Codes into different days or holidays. The buttons are as follows: Pay Class Weekly Overtime Weekly Overtime rewards employees overtime hours for working more hours than a set hour value for that particular week or Pay period. The hours that exceed the set hour value are normally paid at a higher wage than regular (REG) Pay Code hours.
3. Enter a name for the weekly OT template in the name field [required field]. 4. Enter a description of the weekly OT template in the Description field. 5. Click on the Level tab. 6. Enter the threshold limits for each level of weekly overtime and assign a Pay Code to each level of weekly overtime. 7. Click on the Count tab. 8. In the Count table, check the Pay Codes in each column that you want to be combined to achieve each level’s threshold.
Note: If you wish to duplicate the Weekly Overtime properties from the General, Level, and/or Count tabs, select the desired Weekly Overtime template, open it, enter in a new name and click on the Save As the Main View. button. The new Weekly Overtime template will appear in Consecutive Overtime Consecutive Overtime awards overtime based on the qualifying number of consecutive or nonconsecutive days within a week or Pay period and number of hours worked per day.
2. Enter a name for the overtime template in the name field [required field]. 3. Enter a description of the overtime template in the Description field. 4. Click on the Consecutive 1 tab. 5. Enter the threshold limits and assign a Pay Code to each level. 6. Repeat Steps 5 and 6 for Consecutive 2 thru 4 (If applicable). 7. Click on the Count tab.
8. In the Count table, check the Pay Codes in each column that you want to be combined to achieve each level’s threshold. For example if you checked REG and HOL in the Level1 column, then the hours for REG and HOL Pay Codes will be combined to reach Level1’s threshold value. Note: You can select all the Pay Codes in a given column by clicking on the column heading. You can also deselect any checked Pay Codes in a column by clicking on the column heading.
3. Enter a name for the Range Overtime template in the Name field. 4. Enter a description of the Range Overtime template in the Description field. 5. Click on the Settings tab. 6. Click on the Add button to create a date range or period. A row will appear with the Start and End Date fields enabled. 7. In the Start Date field, enter a start date manually in MMDDYYYY format or click on the button. The Select Date dialog box will appear: Using the dropdown lists, select the Month and Year.
save your setting and close the dialog box and return to the Settings tab of the Range Overtime window. 8. In the End Date field, enter a start date manually in MMDDYYYY format or click on the button. The Select Date dialog box will appear: Using the dropdown lists, select the Month and Year. Click on the desired day in the button in the Select Date screen to save calendar.
9. From the Settings tab within Range Overtime module screen, click on the Browse button within the Settings column and the following type of screen will appear: 10. From the Level tab, up to (4) levels of Range Overtime can be created with each level assigned its own threshold limit to move the hours from one Pay Code to another. See the following table for a settings example.
Note: You can select all the Pay Codes in a given column by clicking on the column heading. You can also deselect any checked Pay Codes in a column by clicking on the column heading. To select all Pay Codes in the grid, click on the button. This button will also deselect all the Pay Codes in the grid, if all were selected. Note: The (4) buttons at the top right of the Level tab allow you to Select (or De-select) all, copy, cut, and paste the (Overtime) Pay Codes into different days or holidays.
Chapter 12: Advanced Schedule Module Advanced Schedule Module Introduction This module is used to define when an employee should work. Schedules consist of Template Schedule (fixed schedule for day of week), Auto Schedule (a set of template schedules to pick from based on an employee’s punches and for a multiple shift), Individual Schedule (a fixed schedule for a specific date) and Schedule Rotation (a schedule based on a pattern).
Using the Advanced Schedule Module An employee’s schedule is made up of template schedules and auto schedules. Together these schedules form the weekly work pattern that can be applied to an employee. Note: You must have activated the Advanced Schedule Module to see Schedule and the four (4) nodes; Templates Schedules, Auto Schedules, Schedule Coverage, and Schedule Rotation in the tree view.
3. In the Grace Before schedule start field, enter the amount of time before a schedule that an employee’s has to punch IN before being locked out and requiring supervisor approval. 4. In the Grace After schedule end field, enter the amount of time after a schedule that an employee’s has to punch OUT before being locked out and requiring supervisor approval.
2. Click on the button, and the Template Schedules window will appear. 3. Enter a name for the template schedule in the Name field [required field]. 4. In the Type field, select either Fixed, Off, or Open. If Open is selected, Start and End Times will be disabled. 5. Assign a Pay Code to the schedule using the dropdown list in the Pay Code field. 6. Assign a Shift to the schedule using the dropdown list in the Shift field. 7.
2. Click on the button, and the Auto Schedules window will appear. 3. Enter a name for the auto schedule in the Name field [required field]. 4. Select the punch that the schedule will be based on: • IN Punch: If selected, only the Schedule Start Before and After times need to be entered. OUT Punch: If selected, only the Schedule End Before and After times need to be entered. IN and OUT Punch: If selected, both the Schedule Start/End Before and After times need to be entered. 5.
To Create a Schedule: 1. Click on the Schedule module within the Setup group in the Tree View (see the figure). 2. Click on the button, and the Schedule window will appear: 3. Enter a name for the schedule in the Name field. 4. To assign a template or auto schedule to a particular day, highlight the desired template or auto schedule in the lists, click on the button, and check the desired day of the week.
Schedule Timeline A schedule timeline can be displayed by selecting a schedule from the schedule list in the Schedule module tree view, and clicking on the least one schedule has been created. To close this view, click on the button. This button is enabled when at button. Schedule Coverage The Schedule Coverage feature (illustrated below) allows you to view a report or image of the schedule hours and verify that you have adequate coverage for peak times during the day.
2. Click on the button, and the Schedule Coverage window will appear. 3. Enter a name for the Coverage Schedule report in the Name field and a brief description of the report in the Description field. 4. Select the Maximum # of employee(s) to be included in the report. 5. Select the Employee Interval (y-axis of the report, see the following example).
6. Enter the Day Interval (hours of the day interval) in HH:MM format. 7. Enter the Coverage Interval (hours of the day that will have schedule coverage) in HH:MM format. 8. Select the Range of the report: • For Single Day: Select Specific # of day(s) and enter 1 and then select the desired day in the “from” field. Range of Days: Select Specific # of day(s) and enter the desired amount and then select the desired day in the From field.
• To include employees from a given Labor Level in the report, highlight the desired Labor Level in the Available list and click on the Add button. • To select all employees in all Labor Levels, click on the Add All button. • To remove the employees from a given Labor Level from the report, highlight the desired Labor Level in the Selected list and click on the Remove button. • To remove all selected Labor Levels, click on the Remove All button. 11. Click on the Employee tab.
Employees can be simultaneously filtered in both the “Available” and Selected” lists in ascending order by using the Sort field dropdown list. The choices in this list are; employee number, badge number, payroll number, last name, first name, or comment field. Additionally, Employee(s) can be filtered in the “Available” or “Selected” lists by entering additional case sensitive characters in dedicated Criteria fields (see above illustration).
Make your selection and click OK to print the Coverage Report. To close the report, on the button. Individual Schedule The individual schedule is a schedule that an employee has for a particular date. For example, employee number 1 will have schedule setup for 08:00 am to 05:00 pm on 06/25/06. This employee may have a different schedule on another date. The schedule might be from 09:00 am to 6:00 pm on 6/26/03.
3. Enter a name for the schedule profile in the Name field [required field]. 4. Enter a brief description of the schedule profile in the Description field. 5. Click on the Date Range tab. From the Date Range screen select the following: • Date Selection: Select one of the following choices: Today, Yesterday, Last Open Period, Previous Open Period, Current Week, Previous Week, Current Month, Previous Month, Last 2 Weeks, Date Range, Current Pay period, or Previous Pay period.
• Until: Enabled when Date Range is selected as the Date Selection. Enter the date that the Date Range will end or click on the button to select a date. The Select Date dialog box will appear as shown in the following: When you have finished, click on the click on the Save • button to enter the date. Forward and Backward: Enabled when Date Range is selected as the Date Selection. Allows the option of going forward or backward as many days, weeks, months, or years from the From Date. 6.
• To select a labor category, highlight the desired labor category in the Available list and click on the button. • To select all labor categories, click on the • To remove a labor category from the Selected list, highlight the desired labor category in button. the Selected list and click on the • button. To remove all selected labor categories, click on the button. 8. Click on the Employee tab. This tab allows you to select employees. By default, all employees are selected.
• To remove all selected employees, click on the 9. When you have finished, click on the click on the l button. button. Assigning Individual Schedules Individual Schedules are template schedules assigned to employees in the Individual Scheduler. To launch the Individual Scheduler, select an Individual Schedule Profile in the Main View and click on the button.
To create a custom schedule from the Template Schedule, click on the select the following: button and a. Name: Enter a name for the schedule. b. Type: Select Fixed, Open, or Off from the dropdown list. c. Pay Code: Select the Pay Code for the schedule from the dropdown list. d. Shift: Select the Shift for the schedule from the dropdown list. e. Start: Select Current Day, 1 days before, or 1 days after for the Start Day, and enter the Start Time in the Time field. f.
To add a labor category, select the desired categories from any one of the Labor Level fields and click on the Add button. To delete a labor category, select the desired categories from any one of the Labor Level fields and click on the Delete button. Click on the button to save your settings return to the Individual Scheduler window. The schedule you just created will appear in the Template Schedule list.
To add an additional Individual Schedule to particular day: 1. Select the desired cell in the grid that already has a schedule assigned to it. 2. Select the desired template schedule using the dropdown list or create a custom template button. schedule using the 3. Select the desired labor category, and click on the in the cell. button, and the schedule will appear Schedule Icons When an Individual Schedule is applied to an employee, an indicator will appear alongside the scheduled hours in the cell.
New The New command from the submenu enables you to create a custom Advanced Schedule. Select the following: • Pay Code: Select the Pay Code that the schedule will be in. • Zone Code: Select the Zone Code that the schedule will be in. • Hours: Enter the amount of hours for the day. • Allocation: Select Normal, Pay in advance, or Remainder. If Pay in Advance is selected, you must enter the date that the employee will be paid for the schedule using the The Select Date window will appear: button.
When you have finished, click on the click on the • button. Labor: Select the labor category or categories that the Schedule will use. Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship). When you have finished, click on the click on the created will appear in the selected cell. button.
To enter the hours for the schedule, double click on the Hours field and enter the desired amount of hours. Check Remainder if you want the hours to be part of the Remainder calculation. When you have finished, click on the click on the button. To assign a User Defined Individual Schedule, select a cell in the grid and select the desired schedule name from the Advanced Schedule pop-up menu. The selected schedule will appear in the grid.
3. Enter a name for the Schedule Rotation Template in the Name field [required field]. 4. In the Description field, enter a brief description of the template. 5. In the Relative Start Date field, enter in the start date of the pattern in DDMMYYYY format or click on the button. The Select Date dialog box will appear: Using the dropdown lists, select the Month and Year. Click on the desired day in the button to save your setting and close calendar.
7. Schedules and Labor Levels are assigned to each day of the rotation by any one of the following methods: Existing Template Schedule and Labor Reference: To add a template or auto schedule and labor category to a particular day: a. Select the desired day in the Pattern box. b. Select desired schedule from the Schedule list. c. Select desired Labor Level subcategory from the Labor list, or click on the The Labor References window will appear: button. d.
Manual: To add a schedule manually: a. Double click on the desired cell in the rotation, and the following window will appear: b. Select the Type, Pay Code, and Shift from the fields provided. c. In the Schedule Time boxes, enter the Start and End Times, and the day that this particular schedule will end. The choices for Start Day are; 1 days before, Current Day, or 1 day after. The choices for End Day are; Current Day, 1 days after, 2 days after, or 3 days after. d.
remove a labor category, select the desired category in the Selected window and click on the Delete button. Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship). h. When you have finished, click on the Schedule Rotation window. i. button to save your settings and return to the Click on the button.
Note: In Setup . Company . Settings the Tracking Type must be set to Import Balances for Benefit to appear on the Import General screen. 3. In the Name field, enter a name for the Import profile. 4. Enter a brief description of the Import profile in the Description field. 5. Enter the name and path of the import file in the File Name field, or click on the to the right of the field to browse for the file you wish to import. button 6. In the Import Type area, select the type of import you wish to perform.
• Text Qualifier: Select a Text Qualifier from the dropdown list. The choices are: None, Single Quote, or Double Quote. The Text Qualifier is the character, which encapsulates a data element (i.e. “California”). • Date Format: Select the date format from the dropdown lists. The choices are: Month (1), Month (01), Month (Jan), Month (January), Year (90), Year (1990), Day (1), Day (01), and Day (Mon). • Hour Format: Select the hour format. The choices are; Hour (8:00), Hour (08:00), Hour (08.
The contents of your import file will be displayed line by line in the File Contents window. This area allows you to assign fields to data elements in each line. You can select to import a single line, a selected group of lines or all lines. To set the row number of the import file that the import operation will begin at, enter a number in the Start Import At Row field. Each data element in the import file must be defined in the order that it appears.
Reports are generated from Report Profiles, which are created in the Reports module of the Output group. The Report format can be PDF or Excel. Creating a Report Profile 1. Click on the Reports node of the Output module in the Tree View. 2. Click on the button, and the Reports window General tab will appear: 3. In the Name field, enter a name for the report [required field]. 4. Enter in a brief description of the report in the Description field. 5.
Exceptions Exceptions are used to track deviations in an employee’s time and attendance from assigned schedules. Exceptions in Time Guardian Pro are defined by a group or set and then assigned to a Shift. To create a group or set of Exceptions template: 1. Click on the Exception module within the Shifts module in the Tree View, and the list of defined exceptions will appear: 2. Click on the button, and the Exception window will appear.
3. Enter a name for the Exception set in the name field. 4. Enter a description of the Exception set in the Description field. Note: If you wish to duplicate the properties of an existing Exceptions template for another Exceptions template, select the desired Exceptions template, open it, enter in a new name and click on the Save As the Main View. button. The new Exceptions template will appear in 5. Click on the Exception tab. 6.
Chapter 13: Advanced Meal Module Advanced Meal Module Introduction The activation of the Advanced Meal Module provides the ability to setup complex scenarios for meal and/or break deductions on an automatic or punch basis. When this module is activated, the shift module is also active. Meals are the deduction of hours taken from an employee or hours given to employee for meal and breaks. The meals will be broken up into 3 categories meals, breaks, and coffee breaks.
Note: If the advanced meal module is not active, the meal template will be grayed out but the exception template will stay selectable and meal template will not be accessible from the tree view. Using the Advanced Meal Module Meals are the deduction of hours taken from an employee or hours given to the employee for meals and breaks. The meals are broken up into (3) categories; meals, breaks, and coffee breaks. There are two types of deduction: fixed or flexible.
2. Click on the button, and the Meal Templates window will appear. 3. Enter a name for the Meal Template in the name field. 4. Enter a description of the Meal Template in the Description field. 5. Select the Default (Punch) Position that the meal would be deducted from should the employee take less time than the allotted time. If Start is chosen, the time will be deducted starting from the start of the break or meal, and moving forward.
11. Click on the break. button to add more breaks, or click on the button to remove a 12. Click on the Coffee Breaks tab. 13. To add a Coffee Breaks interval, click on the button. A row will appear in the Fixed Coffee Breaks box. Must double-click on From, To, and/or Length fields to enter data. 14. Enter From and To times for the break (in 24-hour format) and Break Length (in HH:MM format). 15. Click on the break. button to add more breaks, or click on the button to remove a 16.
Flexible Meal Template A flexible meal is a meal that can be taken at any time of the day. There are (4) types: • Terminal: Employees must press a button on the clock before punching IN and OUT for breaks. Only works with MTX-15 terminal (function buttons can be used on the MTX-15). • Interval: Punches that occur within certain preset intervals are assigned to breaks or meals. This takes a look at the amount of time an employee punches out for.
9. Select the Break size based on Default Size or Shift Break Size. For breaks based on default size, enter the number of breaks and the default break size in the fields provided.
To enter the Number of breaks based on shift length click on the Add button. A row will appear. Enter the From and To times of the shift and the number of breaks for that shift. To enter the Break size based on shift length click on the Add button. A row will appear. Enter the From and To times of the shift and the size of each break for that shift. Click on the Combine multiple employee breaks to one check box if you wish to have all employee breaks combined together as one break.
a. In the Threshold field, enter the amount of time (HH:MM) that will be used in the determination. b. In the Less and More Than Threshold fields, set the conditions if the time taken for the break is either less or more than the threshold in the fields provided. They choices are: • Allowed break: Which is the amount of time the employee is allocated for the Regular break or Coffee break • Amount taken: Which is the amount of time the employee actual punched out for the Regular break or Coffee break.
To create a Flexible Sequence Meal Template: 1. Click on the Meal Templates node within the Shifts module in the Tree View. 2. Click on the button, and the Meal Templates window will appear. 3. Enter a name for the Meal Template in the name field. 4. Enter a description of the Meal Template in the Description field. 5. Select the Default (Punch) Position, Start or End, that the break or meal will be based on. 6. Select Flex as the Type and Sequence as the Flex Type. 7.
For breaks based on Shift break size, click on the Breaks window will appear: button, and the following Define To enter the Number of breaks based on shift length click on the Add button. A row will appear. Enter the From and To times of the shift and the number of breaks for that shift. To enter the Break size based on shift length click on the Add button. A row will appear. Enter the From and To times of the shift and the size of each break for that shift.
b. Set the conditions if the time taken for the break is either less or more than the threshold in the fields provided. The choices are: Allowed break: Which is the amount of time the employee is allocated for the Regular break or Coffee break. Amount taken: Which is the amount of time the employee actually punched out for the Regular break or Coffee break. Amount under or over: This is the amount of time that exceeds or is under the time allocated for the Regular break or Coffee break.
15. Assign sequence of Meal Template types. To create a Flexible Window Meal Template: 1. Click on the Meal Templates node within the Shifts module in the Tree View. 2. Click on the button, and the Meal Templates window will appear. 3. Enter a name for the Meal Template in the name field. 4. Select the Default (Punch) Position, Start or End, that the break or meal will be based upon. 5. Select Flex as the Type and Window as the Flex Type. 6.
For breaks based on default size, enter the number of breaks and the default break size in the fields provided. For breaks based on Shift break size, click on the window will appear: button. The following Define Breaks To enter the Number of breaks based on shift length click on the Add button. A row will appear. Enter the From and To times of the shift and the number of breaks for that shift. To enter the Break size based on shift length click on the Add button. A row will appear.
b. Set the conditions if the time taken for the break is either less or more than the threshold in the fields provided. The choices are: Allowed break: Which is the amount of time the employee is allocated for the Regular break or Coffee break. Amount taken: Which is the amount of time the employee actually punched out for the Regular break or Coffee break. Amount under or over: This is the amount of time that exceeds or is under the time allocated for the Regular break or Coffee break.
• Penalty: Select this box to apply the penalty. This applies when an employee is not able to take their assigned break for the day. The employer is penalized. • Penalty Length: Enter the penalty window length. If an employee takes their break during this window, the penalty is the amount of time assigned the penalty window, minus the lunch taken at the penalty Pay Code. • Pay Code: Select appropriate Pay Code from the dropdown list. • Apply Short Penalty: Select this box to apply the short penalty.
3. In the Meal Credit box, select how the unused meal time will be credited to using the dropdown list. The choices are; None, Meals, Breaks, Coffee Breaks, All Breaks, Breaks and Meals, Coffee Breaks and Meals, or All Breaks and Meals. 4. In the Maximum Amount field, enter the maximum amount of time (HH:MM) that will be credited. 5. In the Break Credit box, select how the unused Break time will be credited to using the dropdown list.
Chapter 14: Advanced Rounding Module Advanced Rounding Module Introduction Rounding is the act of moving the employee’s punches or hours to an even amount that will make it easier for end-user calculations. Rounding is done in two ways. The first type of rounding is rounding individual punches, while the second type, is rounding the hours that the punches make up. Note: Hours rounding cannot be done in conjunction with punching rounding.
Software Feature Software Configuration Location Advanced Pay Class Main Application Tree View Daily Rules Main Application Tree View Shift Rules Main Application Tree View Using the Advanced Rounding Module 1. Click on the Pay Class module in the tree view. 2. Click on the Rounding tab. This tab is used to set the rounding rules for the Pay Class. Hours: Enter the following to set the Hours rounding rules for the Pay Class: • Type: Select the period in which the hours will be rounded.
• Point: The numeric value used to determine when an employee’s punch would be moved forward to the next Unit. The rule for rounding is that the Point always moves forward. Break/Meal: Enter the following to set the Break/Meal rounding rules for the Pay Class: Note: This section of the screen will be disabled if the Hours Rounding Type field is set to None. • Type: Select None, Hour Rounding, or Punch Rounding.
3. Enter a name for the Rounding Template in the name field [required field]. 4. Enter a description of the Rounding Template in the Description field. 5. Click on Break/Meal if rounding template is to be applied. 6. Select the desired rounding type and options: hour rounding or punch rounding. If selecting Punch Rounding the boxes alongside Grace, First IN/Last OUT, All IN/OUT, Open Schedule, and Transfer will become selectable.
Grace Rounding In grace rounding, a window of time is setup around the start and end times of a schedule. If the IN punch falls within the window for the scheduled start time, it is rounded (changed for calculation) to the start of the schedule. If the OUT punch falls within window for the scheduled end time, it is rounded (changed for calculation) to the end of the schedule. To create a grace zone, enter the desired number of hours and minutes (HH:MM) before and after the scheduled start time.
In the First In/Last Out tab, there are (4) Units and (4) Points used to determine rounding. A Unit is a numeric value used to adjust employee punch time to a consistent measurement of time. Common units are: 1, 3, 6, 15, and 30 minutes. The Unit is used in conjunction with the Point. A Point determines if the punch will be rounded backward or forward. The Units and Points to be set are: • Early IN: The first punch of the day before the start of the schedule and not inside the grace window.
All IN/OUT If First IN/Last OUT is selected in the General tab, all punches that occur between the first IN and OUT punches will be rounded using the Units and Point set in this tab. If First IN/Last OUT is not selected, this rounding will be used for all punches including the first IN and last OUT punches. A Unit and Point must be assigned to both the IN and OUT punches. Open Schedule Open Schedule rounding is used when a schedule for the day has no start or end time defined.
Transfer Rounding Transfer rounding is used on punches that are designated as transfer punches by an employee pressing the transfer button on the terminal. Transfer rounding works the same way as Break/Meal rounding. When a punch is designated as a transfer punch it will use transfer rounding if it is activated. If it is not activated, then IN/OUT rounding will be used. Hour Rounding Hour Rounding is enabled in the General Rounding tab. You must select either Punch Pair or Schedule as the Rounding Type.
Example: Interval/punch pair rounding occurs on multiple punches in a day. The first interval or punch pair is 8:07 AM and 11:00 AM. These punches calculate to 2 hours and 53 minutes of time. If a Unit of 15 and Point of 7 is used, then this time would be rounded to 3 hours and 0 minutes. The second interval or punch pair is 12:32 PM and 5:00 PM. These punches calculate to 4 hours and 28 minutes of time. This time is rounded to 4 hours and 30 minutes.
Break/Meal Rounding Break/Meal is used on punches that are designated as break or meal punches as in the Meal Templates module within the Shift module. You must select either Hour or Punch Rounding for the break or meal. Hour Rounding will round the total time taken and Punch Rounding will round the punches to the unit. If Hour Rounding is selected, you must set the Unit and Point for the entire Break and Lunch (Meal).
These punches are not assigned to either a break or lunch. Therefore are consider just IN/OUT punches. These punches are consider break punches by the software.
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Chapter 15: Advanced Labor/Rate Module Advanced Labor/Rate Module Introduction The Advanced Labor/Rate Module, when activated, allows the user to define the rate of pay an employee receives for the hours worked to be set up in two ways. Standard which applies the rate based on the order the user configures. They can configure the system to look for the rate to apply. The employee and 6 labor levels are available for the user to select.
Example of Multiple Labor Levels: An employee is scheduled to work from 9:00 AM to 6:00 PM. From 9:00AM to 11:00AM, they work in Building A and in the Production Department. While working in Production, the employee performed the job of welding parts that were needed for Work Order # 100200, and then from 11:00 AM to 6:00 PM, the employee switched to the job of Assembly of parts needed for Work order # 100300.
The Labor Names window for the selected Labor Level will appear as shown in the following example: To add a Labor Name, click on the button. All the fields in the window will go blank. In the Name field, enter a name for the Labor Name. In the number field, enter a number that will be associated with the Labor Name. Enter a brief description of the Labor Name in the Description field. If the Labor Name is to expire on a specified date, click on the button and select an expiration date from the calendar.
Click on the button to save your settings and return to the Labor Levels window. After you have finished entering Labor Levels, click on the button in the Labor Levels window to save your settings and return to the main tree view.
For Use Rate Template check the box: Select the desired Rate Template from the list in the Template field. To Add a rate: Click on the Add button and a row will appear in the Rates box. In the Date field, enter a date when the rate for the labor level will be in effect. Enter a rate for the labor level in the Rate field. In the Operation field, select Rate, Add to, Percentage. Rate is the labor level's actual rate. Add to will add to the existing rate (as defined in Rate Setup).
Click on the button to enter an effective date for the increase and enter in a percentage of the rate you wish to increase the rate by. Click on the button when finished. To delete a rate or rate operation, select the desired row, and click on the Delete button. Rate Setup The Rate Setup module allows you to classify employee wages or rates in terms of cost or billable rates per employee or Labor Level(s). There are (2) types for each; Standard or Combined.
4. Click on the Standard tab. 5. Select either Cost Rate or Billable Rate Order in the Type field. 6. To add a selection, highlight the desired item in the Available list and click on the Add button. To select all the listed items, click on the Add All button. To remove an item, highlight the desired item in the Selected list and click on the Remove button. To remove all the listed items, click on the Remove All button. 7. Click on the Combined tab.
8. Select either Cost Rate or Billable Rate Order in the Type field. 9. To add a selection, highlight the desired item in the Available list and click on the Add button. To select all the listed items, click on the Add All button. To remove an item, highlight the desired item in the Selected list and click on the Remove button. To remove all the listed items, click on the Remove All button. 10. Click on the button to save your settings.
3. Using the dropdown lists provided, select the employee or the Labor Level subcategory you button. wish to track. To save your changes, click on the Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship). 4. To add a rate based on a Rate Template, check the Use Rate Template option and select a Rate Template using the dropdown list in the Rate field as illustrated in the following example.
6. Enter a rate in the Rate field. 7. Repeat Steps #3 thru #6 to add additional Rates to this template. 8. To delete a rate select the desired row and click on the Delete button. 9. To automatically increase the rate by a %, click on the Percent Increase 15-10 button.
10. Click on the button in the Date field to enter the effective date for the rate increase and enter the percentage increase of the rate in the Increase field. When you have finished, click on the button to save your settings and return to the Combined Cost Rates window. 11. Click on the Main View. button to save your settings.
3. Using the dropdown lists, provided, select the employee or the Labor Level subcategory you wish to track. Note: See “Example of Multiple Labor Levels” for details on setting up Labor Levels, names, and association links (Parent/Child relationship). 4. To add a rate based on a Rate Template, check the Use Rate Template option and select a Rate Template from the dropdown list in the Rate field.
5. Click on the button in the Date field to enter the date that the rate will be in effect. When you have finished, click on the window. button to save the date and return to the Rate Template 6. Enter a rate in the Rate field (see previous figure). 7. Repeat Steps #3 thru #6 to add additional Rates to this template. 8. To delete a rate select the desired row and click on the button. 9. To automatically increase the rate by %, click on the Percent Increase button. 10.
3. Enter a number for the Rate Template in the Number field [required field]. 4. Enter a name for the Rate Template in the Name field [required field]. 5. In the Description field, enter a brief description of the Rate Template. 6. To add a rate, click on the Add button, and a row will appear on the Rates box. 7. Click on the button in the Date field to enter the effective date for the rate. When you have finished, click on the Apply Template window.
8. Enter a rate in the Rate field. 9. Repeat Steps #5 thru #7 to add additional Rates to this template. Weighted Average Rate of Pay This function is available when the Advanced Rounding Module is activated. It is used to calculate the overtime rate based on all hours worked plus hours awarded from being on call. The following should be setup to perform this function: • Employee weighted average (use for single employee settings). • Pay Class weighted average (all employee settings).
Example Showing: 15-16 Time Guardian Series – Advanced Labor/Rate Module
Example Showing: Time Guardian Series – Advanced Labor/Rate Module 15-17
Example Showing: 15-18 Time Guardian Series – Advanced Labor/Rate Module
Example Showing: Time Guardian Series – Advanced Labor/Rate Module 15-19
Example Showing: 15-20 Time Guardian Series – Advanced Labor/Rate Module
Chapter 16: Access Control Module Access Control Module Introduction When the Amano Nexus 220 or AmanoNet 7.6 software is installed on your system coupled with the Amano Time & Attendance Software with the optional Access Control Module active; you can load employees from the Access Control system into the Time & Attendance System using the Synchronize Access Control command (see Auto Process – Settings tab).
Using Access Control Module Nexus 220 Integration Wizard Setup for Nexus 220 The following paragraphs detail the steps involved in setting up the Nexus 220 Access Control System during Employee Setup with the Setup Wizard (see Step 7: Employee Setup Wizard for additional Wizard information). Employees Setup for Nexus220 The Access Control Module must be activated for the Nexus 220 tab not to be grayed out.
Enter the following for Tag(s): • TAG Code: The number of the tag or badge you wish to use. Use the Read Badge icon to the right of the TAG Code field to enter the number from the Registration Reader (RR). • Site: Select the site from the dropdown list to assign relevant site number that the employee will have access to. • Level: (Tag Options) Assigns one of the following functions to the badge or tag: a. Normal: Normal employee b. Suspend: All access for a particular tag is suspended c.
Configuring Nexus 220 The following paragraphs detail the steps involved in integrating data between the Time & Attendance software and the Nexus 220 system. Step A. Configure the Nexus 220 settings with the following procedure: 1. Login to the Time & Attendance software, select the Setup Wizard from the Edit menu and the Setup Wizard screen will appear. 2.
1. Synchronize Departments on Time & Attendance software with Nexus 220. In this process, Departments from the Nexus 220 that do not exist in the Time & Attendance software Labor Names for the Department Labor Level will be brought into the Time & Attendance software. The same will be done for Nexus 220, whereas Labor Names for the Department Labor Level in the Time & Attendance software that do not exist in Nexus 220 Department will be brought into Nexus 220.
• The Nexus 220 Tag holder that has a transaction must have a corresponding Time & Attendance employee where the Tag holder’s Id No is equal to the Time & Attendance Employee Number. • If there is an Employee match, then a Punch record will be created in the Time & Attendance software assigned to that employee. • If No employee is found, then an Undefined Punch record will be created in the Time & Attendance software.
The AmanoNet tab will be active if you selected to integrate Access Control and selected AmanoNet during the setup on the General tab from the Setup Wizard. When AmanoNet Access Control software is connected to an AC or EC controller 4 tags are available, while 8 tags or 10 tags will appear when AmanoNet is connected to an EC2 controller (see the following figure for an example with 4 Tags).
Note: For Tag 1 the Badge number (Tag Code) is disabled as it is Read only, but it is enabled in the other tags. It will be Read only and the same as the Badge number. Enter the following for Tag(s): • TAG Code: The number of the tag or badge you wish to use. Use the Read Badge icon to the right of the TAG Code field to enter the number from the Registration Reader (RR).
• Select AmanoNet 7.6 for the Access Control type. • Select Firebird or MSSQL as the Database type. • If you want to process all valid Transactions during synchronization, leave the default value = 0 in the Reason Code. Otherwise, set the Reason Code to a value (to filter) that is specific for those transactions that you want to process. 4. If Firebird was selected as the database click on the enabled Firebird tab. • Select Yes if the AmanoNet 7.
AmanoNet Tag holder to Time & Attendance Employee: The following criteria must be met to import an AmanoNet Tag holder into the Time & Attendance software: • The AmanoNet’s Tag holder Type should be “Access and Time”. • The AmanoNet Tag holder must have a defined Id. • The AmanoNet Tag holder’s Id cannot have the same value as any Employee Number in the Time & Attendance software.
Requirements / Relationship Matrix for Amano Time & Attendance software and AmanoNet 7.
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Chapter 17: Web Interface Module Web Interface Module Introduction Time Guardian Pro comes standard with the Web Interface module, while Time Guardian and Time Guardian Plus require it to be activated as an optional module. Note: Time Guardian and Time Guardian Plus require the “Apache Tomcat 6” service to be started and configured to automatically start when the Time & Attendance software is opened.
Step 3. Find “Apache Tomcat 6” and select it. Then double-click on it to display properties. Step 4. On the Properties screen, under “Startup type:” select “Automatic” from the dropdown menu and click on the Apply” button. Step 5. With “Apache Tomcat 6” selected, click “Restart” to immediately start the service. Step 6. Close “Computer Management” screen as you are finished configuring and starting the required “Apache Tomcat 6” service. From now on the service will start automatically.
• − View Previous Punches − View Time Sheet − Make Adjustments − Reset Password − Run Schedule Posting Report Supervisor Portal − Access list of supervise Employees − Add/Edit/Delete Employees if granted − View/Edit Employees Time Card if granted − Run Reports Using the Web Interface Module Login (Web) To login to the Time & Attendance software Web Interface there are two paths: 1. Open any Web browser. 2. For non-secure login type http://localhost:8080/tg .
3. Enter Username. For employees this is his or her badge number. For supervisors this is the user login name. 4. Enter password. For employees it is the password setup in the web access of the employee module. For supervisors this is the user password for the username. 5. Press the button. Note – when logged in on the Web this counts as one concurrent user. Therefore, to simultaneously login on a PC would require anther concurrent user.
Template Schedules (Web) A template schedule is a schedule that an employee has for a particular day (Sun., Mon. Tues., Wed., Thurs., Fri. or Sat.). For example, Employee 1 will have a schedule setup as follows: Day Start Time End Time Mon. 8:00 AM 5:00 PM Tues. 9:00 AM 6:00 PM Wed. 8:00 AM 5:15 PM Thurs. 10:00 AM 8:30 PM Fri. 8:00 AM 2:00 PM Sun. Sat.
3. Enter a name for the template schedule in the Name field. 4. In the Type field, select either Fixed, Open, or Off. If Open is selected, Start and End Times will be disabled. 5. Assign a Pay Code to the schedule using the dropdown list in the Pay Code field. 6. Assign a Shift to the schedule using the dropdown list in the Shift field. 7. In the Start box, select the Day that the schedule will start and the time of the day that the schedule is to begin.
3. Enter a name for the auto schedule in the Name field (suggest typing auto in the beginning of the name to indicate that it is an auto schedule. 4. Select the punch that the schedule will be based on: • Based on IN Punch: If selected, only the Schedule Start Before and After times need to be entered. • Based on OUT Punch: If selected, only the Schedule End Before and After times need to be entered.
2. Click on the button, and the following Schedule window will appear: 3. Enter a name for the schedule in the Name field [required field]. 4. To assign a template or auto schedule to a particular day, select the desired template or auto schedule from the dropdown lists and click on the appropriate button. Next check the desired day of the week. The assigned template or auto schedule will appear in the schedule list with a under the chosen day. 5.
Schedule Rotation (Web) A Schedule Rotation is used to setup repeating schedule patterns. For example, some employees work a schedule with a (7) day rotation which consists of (4) days on and (3) days off. Rotating schedules are assigned to employees in the Assignments tab of the Employees module. To create a Rotating Schedule Template: 1. Click on the Schedule Rotation menu selection from the Setup menu (see figure). 2. Click on the button, and the following Schedule Rotation window will appear: 3.
Using the dropdown lists, select the Month and Year. Click on the desired day in the pop-up calendar. When you have finished, close the calendar, and return to the Schedule Rotation window. 6. In the Length In Days field, select the number of days that this template will span. Click on the Pattern to display a schedule grid in the Pattern box. The days to be included in the template are indicated by cells (see the following figure). 7.
c. Select desired Labor Level subcategory from the Labor References dropdown list, or click on the button, and the following Labor References window will appear: d. To define a labor category, select a subcategory from each of the dropdown lists and click on the window. button. The defined labor category will appear in the Labor References e. When you have finished, click on the Rotation window. 9.
Removing an Assigned Schedule Assigned schedules are removed from days in the rotation pattern by selecting the desired day, and clicking on the button in the cell. To delete a Schedule Rotation, select a Schedule Rotation from the main list and click on the icon. Editing a Schedule Rotation Template To edit a Schedule Rotation template, select the desired Schedule Rotation from the main list and click on the cell. icon.
Punches Tab (Web) 1. Click on the Punches tab to view and/or edit an employee’s punches in the Timecard grid.
Column Name Field Description Location (OUT Punch) Location name for OUT Punch Terminal (OUT Punch) Terminal name for OUT Punch Adjustment Initial hours adjustment Break Hour Time off (i.e.
Adjustments Tab (Web) This function allows Timecard adjustments to be made to Labor Levels, Zone Codes, Pay Codes, Hours, and Dollars. A Comments/Reasons column is provided to make notes. For all other Timecard modifications see Punches and Overrides tabs. To perform an employee Timecard adjustment, click on the Adjustments tab, then select the desired column in the date row you wish to edit. Click to enter the value for Hours, Dollars [Bonus Pay Code only], and Comments/Reason.
The Adjustments Tab in the Timecard grid consists of the following columns that have to be displayed: Column Name Field Description Date Date that punches/schedule belong to Zone Zone Code assigned (user defined) for zone differentials Pay Code Pay Code (user defined) to be assigned to hours Hours Total Hours for assigned Pay Code Dollars Dollars paid to employee And the following additional user selectable columns that can be displayed: Column Name Day Field Description Day within Pay period p
employee Timecard override, click on the Overrides tab, then click on the Hours cell in the grid for the hours that you wish to override (see figure). When you have finished performing a Timecard override, click on the Save button to save your changes. When you have finished, click on the Save button to save your changes.
Employee Timecard Navigation (Web) Use the employee dropdown list to quickly navigate between employees from any employee Timecard. The First, Previous, Next, and Last arrows can also be used. See the following figure. Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship).
Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about Labor Level Association links (Parent/Child relationship). Icons/Commands (Web) The toolbar of the Timecard grid consists of the following: Button Command Save Pay periods Description Saves the currently displayed employee record. This dropdown list allows you to view different Pay periods in the Punch, Overrides, or Adjustments Timecard grids.
Button Command Description Benefit Balances Will display the benefit balances for the selected employee and show the amount taken, available, and current balance (up to the Pay period shown). Individual Schedule Will display the Individual Schedule for the selected employee and date to allow schedule modification. At least one row must be selected to display.
• Width: Width of the Column. To change the width of the desired Column, enter in a number. • Show: The Column will be displayed in the grid if this field is checked. Columns that are fixed cannot be deselected. To restore the default settings of the Punches columns, click on the button. To save/apply new settings for the Adjustments & Overrides Columns, click on the button.
Exception Colors Menu Selection (Web) The Exception Colors submenu is used to change the colors for Exceptions in the Timecard grid (MPNT for Meal Penalty now exists). Select the Exception Colors and the following User Preferences – Exception Colors window will appear: To define colors for exception colors, click on the select a color from the Pick A Color palette.
Note: Web safe selection in the Color Palette, means these colors are guaranteed to be the same in all browsers. The following is an example of the Timecard grid using colors: Black punches on the Timecard grid means the punches are from the employee while red indicates the punches have been performed by a supervisor. Miscellaneous Colors Menu Selection (Web) The Miscellaneous Colors submenu is used to change the colors for items listed on the Timecard grid.
To restore the default color settings of the listed items, click on the To save new settings for the Miscellaneous Colors, click on the button. button. Adding, Editing and Deleting Employee Punches Adding Punches (Web) Punches are added by clicking on the desired IN or OUT punch field in the Timecard grid and entering the time in the field. Punches can be entered in either military or AM/PM format. For example, 5 o’clock PM can be entered as 500p (AM/PM) or 1700 (Military).
Adding, Editing and Deleting Employee Tips Adding Employee Tips (Web) To add an employee tip, click on the desired Tip field and enter in the desired dollar amount. When you have finished, click on the Save button in the toolbar to save your changes. Editing Tips (Web) To edit an employee tip, click on the desired Tip field and enter the desired dollar amount. When you have finished, click on the Save button in the toolbar to save your changes.
Overtime Authorization If overtime authorization was selected in the Overtime Authorization tab of the Pay Class module, you must place a check in the corresponding overtime column (B-Sch, A-Sch, or USch) for the employee to be awarded overtime hours (see the figure). Authorizing Payroll Export To authorize hours for an employee to be included in the payroll export file, place a check in the corresponding Hours Auth column (see the figure).
Chapter 18: Zone Differential Module Zone Differential (Premium Rules) Module Introduction The activation of the Zone Differential Module provides a way to increase an employee’s pay for working during certain times of the day. Premiums are broken into three sections of zone window, qualifications, and awards. The Premiums module falls under the daily rules section of the tree view. Premiums will be assigned to a daily rule. Then the daily rule can be applied to either an employee or Pay Class.
Additional filtering in ascending order can be accomplished by entering characters in a case sensitive field located to the right of the dropdown list (see above illustration). Click in the column headings anywhere to further sort both columns. Each click toggles between ascending and descending order. Zone Codes The Zone Code is used to name or reference the window of time in a day that an employee can work to receive premium pay. Zone Codes are assigned to Zone Differentials.
Qualification Rules Qualification Rules are rules that govern whether an employee can be awarded hours (Zone Award) in a particular Zone Code for working inside the eligibility windows. To create Qualification Rules: 1. Click on the Zone Differential node within the Daily Rules module in the Tree View. 2. Expand the view of the Zone Differential node and click on Qualification Rules. 3. Click on the button, and the following Qualification Rules window will appear: 4.
Condition: Select one of the following options: For Type set to All Schedule, Single Schedule and Zone the options are: • Work before • Work within • Work after • Work before % • Work within % • Work after % • Punch before • Punch after • Punch before % • Punch after % • Schedule type For Type set to Zone, the options include all the above and: • Schedule within • Schedule within % • Schedule start before • Schedule start before % • Schedule start after • Schedule start after % • Schedule end before • Sched
Value and Value Type: Enter in the amount of hours or dollars in the Value column and select Hours or Dollars in the Value Type column. Labor Level Filter: Select either All or Selected. If selected, use the button in the Labor Level Selection column to select the Labor Levels to count towards the Zone Award. Connector: This field is used to connect the next line or rule to the condition. The options are; − AND − OR. 8. To add another Qualification Rule, click on the Add button.
4. Enter a name for the rule in the Name field. 5. Enter a description of the rule in the Description field. 6. Click on the Settings tab. 7. Enter the following information: Source: Select one of the following options: • • • • • • • • • • • • • • 18-6 Move Pay Code: Use to filter out Pay Codes you do not want to use. Work Hours: Awards all work hours in addition. Before Schedule: Hours worked before scheduled. Within Schedule: Hours worked in schedule. After Schedule: Hours worked after schedule.
Type: Select one of the following options when source is set to: • Value and Hour Multiplier: select either Hours, or Dollars. • Change Rate: select Fix Value, Add To, or Percentage + Base. • Set Zone Number: select either Set All, or Set in Window. • Schedule: select either In Zone or All. • Guaranteed Hours: select either Single Schedule or All Schedule. Value: Enter in the amount of hours or dollars. Pay Code Filter: Select either All or Selected.
Creating a Zone Differential 1. Click on the Zone Differential node within the Daily Rules module in the Tree View. 2. Click on the button, and the Zone Differential window will appear. 3. Enter a name for the Zone Differential in the Name field [required field]. 4. Enter a description for the Zone Differential in the Description field. 5. The Assigned Day field is read-only and set in the Day(s) of the Week/Holiday field of the Settings tab.
• Day: The day that the Zone Differential will begin. For Schedule Start and First IN Punch this field is set to Current. For Fixed Time, select 1 days before, Current Day, 1 days after, 2 days after, or 3 days after. • From: Enter the time (HH:MM) that the Zone Differential will begin. • Day: The day that the Zone Differential will end. For Schedule Start and First IN Punch this field is set to Current. For Fixed Time, select 1 days before, Current Day, 1 days after, 2 days after, or 3 days after.
To add a Zone Award to the Qualification, select the desired Zone Award from the Available list and click on the Add button. To add all the Zone Awards, click on the Add All button. To remove a Zone Award from a Qualification, select the desired Zone Award from the Selected list and click on the Remove button. To remove all the Zone Awards, click on the Remove All button. c. To add more Qualification Rules, repeat the previous steps.
Chapter 19: Payroll Interface Module Payroll Interface Module Introduction The Amano Time & Attendance Software comes standard with a default 13 common payroll interfaces. The activation of the Payroll Interface Module can supply up to 46 additional payroll interfaces. Default Payroll Interfaces Optional Payroll Interfaces 1. ADP DOS 1. ABRA 2. ADP PC Payroll for Windows 2. ACCPAC for Windows 3. CBS 3. Ahola 4. Excel 4. Amano 5. GevityHR 5. Americanhealthtech 6. Paycheck Paylink 6. Ameripay 7.
Default Payroll Interfaces Optional Payroll Interfaces 28. Paycor 29. PayMaxx 30. PayPlus 31. Payroll 1 32. PayTime 33. PeopleSoft 34. Real World 35. SAGE 36. SageAccPacERP 37. SBT VisionPoint 10 38. Solomon 39. Specialized Data Systems 40. SunGuard Pentamation 41. Timberline 42. Ultipro 43. Paymate Platinum 44. Creative Solutions 45. MAS 90 v4.1.0 46.
Chapter 20: Events Notification Module Events Notification Module Introduction Traditionally, time and attendance systems have always been after-the-fact reporting systems. Warnings, errors, notifications, etc. have always been reported by reports or log files. The problem with this approach is that the end user finds about these events after they have occurred, many times after it is too late or too costly to address them.
Step 2. Click on “Services” and the following type of “Service” screen which lists currently installed services will appear: Step 3. Find “Escalation Services (TG)” or “Escalation Service TG Plus)” and select it. Then double-click on it to display properties. Step 4. On the Properties screen, under “Startup type:” select “Automatic” from the dropdown menu and click on the Apply” button. Step 5.
The Time Guardian Series software sections affected and/or features added from the activation of this module include: • • Instant Messaging Profile (IM/E-mail [event] notification) − Notification base on Pay Code Threshold − Notification Exception selection − Absence notification by Threshold Company − • Escalation frequency in minutes is set on the Company Global Settings Tab screen for event notification (see figure).
Note: Due to the complexity of the configuration of the Events Notification Module, Amano recommends using Support to assist in setting up your Instant Messenger (IM) service. Creating an IM Profile 1. Click on the IM Profile node within the Output/Notification modules in the Tree View (see the following figure). The IM Profile node will only be visible in the tree view after the Events Notification Module has been activated. See “Software Activation Guide” for software activation procedure. 2.
To add a condition, click on the Add button and enter the following: • Pay Code: Select All or individual Pay Codes. • Condition: Select <, <=, =, >, or >=. • Value: Enter a time threshold (HH:MM) for the selected Pay Codes. • Duration: Select Daily, Weekly, or Pay period. To remove a condition, select a row and click on the Remove button. 9. Click on the Exception tab. This tab enables you to receive an IM/E-mail (event) notification when the selected Exceptions are generated.
The Employee filter is deeper as it acts upon the previous filter from the Pay Code Threshold and Exception tab to sort out employees by selecting the Pay Class, Department, Labor Levels, and Employee tabs. Employees that are assigned to the selected Pay Class and/or Department/Labor Level will appear in the Available list. Also, you can use the Employee tab to sort the employee list using; Number, Badge, Payroll, Last Name, First Name, and Comment, and then apply the criteria.
12. From the IM profile screen, click on the E-Mail tab. This tab enables you to define e-mail notification parameters. On this screen define the From, To, Subject, and Message fields for system generated e-mail (see Auto Process Module and Company Module – Global and Notification Settings). 13.
2. Select English, then click continue. 3. Change the Domain to the server's IP Address (as seen below), then click Continue. 4. In the Data source Settings screen, select Embedded Database and click Continue.
5. The Administrator Account screen will appear. Enter the following: • Current Password: For new installations, the default current password is admin. • Admim Email Address: Enter the e-mail address of the Admin or computer that the Jive Messenger Server is installed on. • New Password: Enter a new password for admin account. If you do not want to change the password for the admin user, click Skip This Step button. • Confirm Password: Enter the same password as above. 6.
7. The Jive Messenger Screen will appear. Click on Stop and the Start to restart the Jive server. Configuring the IM Client First Time Setup 1. Select IM Client from the Start Menu or your Desktop from the Time Guardian folder, and the following screen will appear: 2. Enter in the Username and Password you wish to login as. Click Save Password if you want to save the Password on the computer. 3. In the Server field, enter the IP Address of the IM Server. 4. Click Save. 5. Restart the IM Client and login.
2. Click on the the menu. button in the lower left hand corner, and select Profile| Edit Account from 3. The Profile Editor screen will appear. 4. Enter the changes to the Profile and click Save. 5. Restart the IM Client and login. 6. Change the Domain to the server's IP Address, then click Continue.
7. In the Data source Settings screen, select Embedded Database and click Continue.
Chapter 21: Benefit Time Module Benefit Time Module Introduction The benefit time Module provides de-accrual which allows the user to track benefit time an employee has accumulated and used. The de-accrual is a manual process by which the user manually tells the system how much benefit time the employee has. The system will deduct any time the employee takes from the benefit Pay Code selected. It consist of: 1. Supervisor Time Card will check balance before authorization. 2.
Note: If Import Balances has been selected from Setup Company Settings for Benefit Tracking Type then the Add and Delete buttons to Adjust Benefit Time will be grayed out because cannot adjust benefit time. When you import benefit balances you can only keep track of how the imported amounts are used by showing Benefit Balance. From the Employees screen, click on the Benefit tab and the following type of screen will appear: Select a Pay Code from the dropdown list.
Chapter 22: User/Group Module User/Group Module Introduction This optional module allows the creation of user groups that can define rights (Read, Write, Add, and Delete) for user selected Modules. For example, a Payroll Supervisor Group could be the only group allowed to see Wages.
The following table is a list of Time and Attendance Modules controlled by User/Group Access Auto Process Employees Locations Rate Setup Template Schedules Auto Schedule Exceptions Meal Template Rate Template Terminal validation Bell Schedules Export Outside Shift Overtime Recalculate Timecards Combined Billable Rate Group Pay Class Reports Users Combined Cost Rates Holiday Pay Codes Rounding Templates Weekly Overtime Communication Holiday Group Pay Periods Schedule Zone Award
Note: The Administrator and Support Groups are default groups and cannot be deleted. User Groups can be initially filtered in ascending order by using a field with a dropdown list located on the top of the groups window (see above illustration). The choices in this list are; Name or Description. Additional filtering in ascending order can be accomplished by entering characters in a case sensitive field located to the right of the dropdown list (see above illustration).
By default, all modules are selected for each new group and will appear in the Selected List. When a module is highlighted or selected from within this list, the privileges or rights options for that module will be enabled in the checkboxes below the Selected list. They are: • Read: Read-only • Write: Modify records in the module. • Add: Add records in the module. • Delete: Delete records in the module. Placing or removing a check in each checkbox can modify the privileges or rights options.
2. In the General tab, enter the name of the individual or account you are adding in the Name field. 3. Select the Group that this user will belong to. 4. In the Account Settings section, select the following: • Disabled: If checked, the user will be disabled. (Enabled is default) • Expires: When checked, the password will expire on a given date. When the date arrives, a check will automatically be placed in the disabled option.
• Must change password on next login: The user will be prompted to enter a new password for this account at login. • Never expires: The password created will never expire. • Expires after: This allows you to set a specific date for the password to expire. After this date the user will be prompted to enter a new password. • Cannot change password: The users will not be able to change their password. 8. Click on the Employee tab. This tab is used to set user access to employee records. 9.
To remove an employee from the Payroll, highlight the desired employee in the Selected list and click on the Remove button. To remove all the listed employees, click on the Remove All button. 10. By default, all employee records are selected and will appear in the Selected list. Employees can be removed from the Group by selecting them in the Selected list and clicking on the Remove button. All the employees can be removed from the Selected list by clicking on the Remove All button.
Additionally, labor categories can be filtered in the “Available” or “Selected” lists by entering additional case sensitive characters in dedicated Criteria fields (see illustration). The Criteria field located above the “Available” list filters only that list, while the Criteria field above the “Selected” list filters that list. Each list is filtered independently in ascending order. Note: By unselecting Departments, it can reduce the Employees that the user can have access to.
Chapter 23: Nexus Lite Module There are five documents available to assist you in the setup and use of your Amano Nexus Lite Management (NLM) software: This Chapter of the Installation & User Guide, the Nexus Lite Management Quick-Start Guide, the Nexus Lite Touch Screen Quick-Start Guide, the Nexus Lite Web Interface Quick-Start Guide, and the Nexus Lite Controller Installation Manual. All of these documents can be accessed and printed from the Nexus Lite Management (NLM) software CD menu.
Nexus Lite Management (NLM) Software Installation The following discussion utilizes the Nexus Lite Management screens for illustrations. The installation of the Amano Nexus Lite Management (NLM) software is as follows: 1. Insert the Amano CD into your CD-ROM drive. The software program should automatically launch the Nexus Lite Management CD Menu (see figure) 2. Click the Install button and the software program should automatically launch the InstallAnywhere® Wizard (see figure). 3.
5. The Choose Install Set screen will appear. Select one of the following options: • Standalone: Installs both the NLM Software Server (database) and Client portion on the same PC. This is the default. Press next to accept and continue. • Server: Installs the NLM Software database on a server machine. You will be prompted to enter the IP Address of the server. • Client: Installs the NLM Software on a client PC to connect to the server database.
Note: Amano recommends not installing the NLM software inside the “Program Files” folder. 8. The Choose Database Option screen will appear. Select either Firebird SQL or Microsoft SQL and click on the Next button. If you chose Microsoft SQL, the Firebird Database Service does not have to be installed. Note: You must purchase Microsoft SQL separately, have it already installed and properly configured. 9.
11. The Installing screen will appear. The status bar on the bottom of the screen will display the installation status. 12. At this point, the general install is complete and the installation utility will scan your PC for Adobe Acrobat Reader®. If it is not installed, the installation utility will install it. 13. The Firebird Database Server will be installed. 14. Click on the Done button to finish the initial Nexus Lite Management (NLM) software installation.
15. Click on the Done button to finish the initial Nexus Lite Management (NLM) software installation and restart your system. 16. The Amano Software Activation (ASA) screen will appear after the initial software installation (see Figure). Enter the 9-digit Serial Number supplied on the Amano software CD and click button. Upon successful activation the dialog "Your Software on the Activate has been activated. Proceed to product registration" dialog will appear (skipping to register).
18. After the Nexus Lite Management Software has been installed, activated and registered, the Setup Wizard Welcome screen will appear (see figure for example). See Setup Wizard for detailed setup instructions. button to begin the Setup Wizard to configure the Nexus Lite Click on the Next Management (NLM) Software and the Setup Wizard Steps Summary screen will appear (see Using the Setup Wizard).
Amano recommends that you have the appropriate information before you begin the Setup Wizard. Should you need to exit the Setup Wizard before completion, your settings will be saved. button will become active. At this Once the Setup Wizard is finished, the Wizard Complete point, all settings will be applied, including the time synchronization between the NLM software PC and the connected terminals.
Define your Company profile: From Step 1: General Setup press the Company button to define the company's profile and the Company screen will appear. The Company profile consists of one tab, General, which is used for the Company profile information. The Global and E-Mail Settings tabs are grayed out and not used for NLM. Note: The Company Name is the minimum requirement in this step to complete this portion of the Setup Wizard. All required fields will be highlighted in yellow. 1.
Step 2: Employee Setup (NLM) [Required Step] Do you want to import employee(s) information from a specific file? Answer Yes to this question if you want to use this built-in import feature. This feature allows you to import employee information from a Nexus Lite backup file directly into the Nexus Lite Management (NLM) database. To use this feature, you will need to know the name and location of the Nexus Lite backup [.bak] file to be imported. Click on the Employee Import will appear on the General tab.
3. Enter the name and path of the Nexus Lite backup import file in the File Name field, or click on the browse button to the right of the field to browse for the file you wish to import. 4. The Import Type will be fixed as Nexus Lite. 5. Enter the terminal number which will be automatically appended to the employee ID. This feature allows the same employee to have unique setup at multiple Nexus Lite access controllers. 6.
4. When the Doors screen pops up select the doors you want to assign to this Schedule. Nexus Lite controllers can support up to 8 doors, but you have to know which doors are actually connected to Multi-discipline Readers. 5. Click on the Apply button to save the Import information and return to the Step 2: Employee Setup. Click on the Close button close the Import window without saving.
Note: Use the inactive field to remove an employee from having access, but still leave the employee information in the system for historical records, and/or in case you want to reactive the employee at a later date, i.e., may be a seasonal employee? Employees Personal Use Personal tab as Human Resources function to record the following employee personal information: • Gender; Male or Female. • Birth Date; use calendar to select. • Marital Status; select from dropdown.
Employees Contact Use Contact tab as a Human Resources function to record employee contact information (see figure for example). Employees Assignments Use Assignments tab to Assign each employee to: Time Zone: Assigns the time zone of the location that the employee works in. Pay Class: Grayed out and not used. Daily Rule: Grayed out and not used. Supervised by: Grayed out and not used Validation: Grayed out and not used. Apply on Call Pay for Weighted Average overtime: Grayed out and not used.
Employees Access The Access tab allows the user when signed into the Nexus Lite Management (NLM) software to set the PIN number and access level for an employee. From the Employees screen, click on the Access tab and the following type of screen will appear: When using a Nexus Lite terminal, the Nexus Lite Management (NLM) software provides you with two options to obtain access: with a tag or with a specific PIN number.
If you wish to assign another tag for the employee, click on the Tag 2, thru Tag 3 buttons and follow a similar procedure performed for Tag 1. After completing the entry/selection of information for Step 2: Employee Setup, click on the Next button to continue to Step 3: Terminal Setup. Step 3: Terminal Setup NLM [Optional] Note: Prior to commencing this step, it is recommended you install your Nexus Lite access controller terminal, using the appropriate Nexus Lite installation guide.
1. Create a new Terminal Validation and enter a Name for the Terminal Validation setting [yellow required field]. 2. In the Description field, enter in a brief description for the Terminal Validation. 3. The Department tab is not used and grayed out. 4. Click on the Employees tab to filter employees. 5.
This filter is deeper as you can use the Employee tab to sort the employee list using; Number, Badge, Payroll, Last Name, First Name, and Comment, and then apply the criteria. To add an employee to the Terminal Validation, highlight the desired employee in the Available list and click on the Add button. To select all, click on the Add All button. To remove an employee from the Terminal Validation, highlight the desired employee in the Selected list and click on the Remove button.
4. In the TZ (Time Zone) Offset fields, select the time zone difference (if applicable) between the physical location of your PC and the terminals in Hours and Minutes. 5. The Output Path field is not used and grayed out. 6. The “Secondary Output File” box is not used and grayed out. 7. The DLS (Daylight Savings Time) Settings are not used and grayed out. 8. Click on the Connection tab. 9.
Note: Using the “Select Terminals” button is important because it also captures the last 8 letters of the MAC address from the Nexus Lite terminal [i.e., the MAC address in the figure above = 6E004588]. Should the IP address at the Nexus Lite change, the NLM software could still maintain its connection by using the unique MAC of the Nexus Lite terminal. 11. Click on the Globe button to access the selected (highlighted) Nexus Lite terminal via a Web browser.
20. The Options tab is grayed out and not used. 21. The Labor Button tab is grayed out and not used. 22. The HP Options tab is grayed out and not used. 23. Click on the Access tab to enter the Password for the terminal at that location. 24. After completing the entry/selection of information for Step 3: Terminal Setup, click on the Next button to advance to Step 4: Login Setup.
To create a User account: 1. In the General tab, enter the name of the individual or account you are adding in the Name field. 2. The type of group is fixed as Access. 3. In the Account Settings section, select the following: • Disabled: If checked, the user will be disabled. (Enabled is default) • Expires On: When checked, the password will expire on a given date. When the date arrives, a check will automatically be placed in the disabled option. • Read Rates: Not used in NLM.
Please make a note of your name (user) and password and keep in a safe place: 6. Set the password expiration options. The choices are: • Must change password on next login: The user will be prompted to enter a new password for this account at login. • Never expires: The password created will never expire. • Expires after: This allows you to set a specific date for the password to expire. After this date the user will be prompted to enter a new password.
To remove an employee from the Users, highlight the desired employee in the Selected list and click on the Remove button. To remove all, click on the Remove All button. Note: By unselecting, it will reduce the Employees that the user has access to. Note: The Administrator cannot be deleted. 9.
Nexus Lite devices have a feature where it broadcasts transactions (door access) via User Datagram Protocol (UDP). While performing a download (see Communications Module), the IP/Port defined in the Network Module will be sent to the Nexus Lite(s). The IP/Port values are equal to the IP/Port of the host PC with NLM which is listening to transactions from the Nexus Lite(s). Note: The transactions are used by NLM to populate the Access Transaction Report.
Connect to Nexus Lite using a Web browser. The Nexus Lite must not be already logged into. To read Access Groups/Employees from a Nexus Lite. To clear [delete] Access Groups/Employees from a Nexus Lite. To set time on the Nexus Lite from the client PC. To send selected employees (terminal validations), Access Groups, Time and settings to a Nexus Lite. To view Nexus Lite communications information such as IP Address and Port. Note: The command is not used and will be grayed out.
Reports are the largest and most important output from the NLM software and the following is a list of the reports available from NLM. The general format of each report type is fixed, but some content can be hidden. Reports will be resized to fit large data fields such as Badge Number, Employee Number, Employee Name, and Labor Names. Reports are generated from Report Profiles, which are created in the Reports module of the Output group. Report format can be either PDF or Excel.
3. In the Name field, enter a name for the report [required field]. 4. Enter in a brief description of the report in the Description field. 5. In the Report field, select the type of report you want to create. The choices are; Access Transaction and Employee Report. 6. In the Output Format section for all report types, click on either PDF to generate the report in Adobe Acrobat® PDF format or Excel to generate the report in an Excel worksheet. 7. Click on the Date Range tab.
11. In the Title field, enter the title that you want to appear on the report. If no title is entered, the report name (type) will appear as the title of the report. Click to show title on every page if desired. 12. In the Footer Text field, enter the text that you want to appear on the footer of the report. 13. Click on the Sort tab. See the following illustration for an example: 14. The Available column lists the sorting criteria reports. They are: Date, Device, IP, Name, and Tag Code.
18. Placing a check in the Ascending column will list each of sorting criteria selected in ascending order on the report. No check will list them in descending order. 19. Placing a check in the Show column will allow the selected sort criteria to appear in the report. 20. Click on the Event Types tab. See the following illustration for an example: Note: Event Types is only used for Transactions Report.
Running a Report Profile (NLM) To run a report from a Report Profile, select the desired Report Profile from the list in the Table View of the Reports module, and click on the Run Report button. The report will be generated, and displayed on screen if Adobe Acrobat PDF Output format was selected (see Figure below). If Excel Output was selected, the report will be generated and an Excel worksheet created and saved in the Amano Nexus Lite Management software directory [i.e.
Upgrading to Time Attendance The Nexus Lite Management setup wizard creates a user with the Access privilege. This user, by default, does not have access to the Time Attendance modules. Since, you are logged in with Access privilege, you are not able to see the Time Attendance related modules. Follow the steps below to create a new user with an Administrator privilege. 1. Login into Nexus Lite Management (NLM) using your username/password. 2. Click on Users in Tree View (Setup -> Users). 3.
Glossary 100 of hours Displays hours in the software in decimal format. Example: 8 hours, 15 minutes will be displayed as 8.25 hours. About Displays the version of the software and the Serial Number of the package. ABS Absence When an employee is scheduled to work on a day and does not appear. Add Employee Adds new employees to the Time and Attendance software. Advanced Settings Allows the user to set a specific Day Change Time and Override.
Before Midnight The Day Change Time set in the software occurs on or before midnight. Example: a Day Change Time of 10:00 p.m. occurs before midnight. Bell One of two types of relay schedules, a bell is a device used to produce a tone at an assigned time and day. Bereavement The Pay Code used for grievance. Bonus Used to give an employee a monetary award for a given day. By Actual Time Displays actual punch times in the editing screen.
Daily Rounding Used to round an employee’s recorded punches based on a defined Unit and Point in the Pay Policy. Day Change Time The time at which the next work day begins. By default, this setting is 2:00 a.m. Department Report Provides data based on the Department that the employee is assigned to. Departments Used to group employees for reporting purposes only. DOB Abbreviation used for Date of Birth. Dollar Pay Codes Used to assign Tips and Bonuses in the system.
Early Out (EO) An exception used to identify early OUT punches for an employee. Example Simulation A tool that tests the results of certain rounding rules. Exception Codes Flags used to track employee schedule deviations. Exception Report A report used to track deviations. Grid View Allows you to select the way in which you would like to view the employee data. Hire Date The first date that an employee begins working for an employer.
Hours Grid Displays a complete history of employee activity for a given date range. Hours Worked Report Displays a complete history of hours worked by date and employee range. Import Extracting data from third party software and adding it to the Time and Attendance software. Inactive Date The date on which an employee’s hours are no longer calculated by the system. Initialize Used in conjunction with the terminal to establish communication.
Memory Dump A command sent to the terminal that will erase all data currently stored in its memory. Military Time Based on a 24-hour clock, military time is one of two standard forms of recording time. Miscellaneous Used to denote information that falls into no specific category. Missing Punch (MP) An exception used to identify missing punches for an employee. Next Indicating that the punch occurred after midnight and is applied to the “Next” day.
Pay Policy The rules used to calculate employee hours. Pay Codes Used to allocate employees’ worked and non-worked hours. There are nine (9) predefined Pay Codes. Pay Code Multiplier Used to provide a multiplier for employees’ worked hours from a specific date. There are nine (9) predefined Pay Codes. The multiplier can also be increased by a percentage from a specific date. Pay Period The interval by which an employee is paid. Industry standards are weekly, bi-weekly, semimonthly and monthly.
Profile Used throughout the software to indicate a summary of information. Refresh Data Located under the “File” section of the Main menu, this option is used to update the software with the most recent information available. Regular The most common Pay Code used to identify hours worked by an employee. Relay A circuit located on the terminal that will allow for controlled door access or the ringing of bells at assigned times and days.
Sick The Pay Code used for employee illness. Short Meal (SM) An exception used to identify a short meal. SS# The abbreviation used for the Social Security Number. TG An abbreviation for the words "Time Guardian" (part of the TG Series). TG Pro An abbreviation for the words "Time Guardian Pro" (part of the TG Series). TG Plus An abbreviation for the words "Time Guardian Plus" (part of the TG Series). Terminal Number List A listing of all terminals currently available in the Time and Attendance software.
Type of Employee Used to indicate how employee hours will be displayed in the Time and Attendance software. The options are: Hourly or Salary. Undefined Data Data that cannot be processed by the Time and Attendance software will be noted in the Audit Trail Report. Undefined data is usually caused when an employee is punching prior to being entered in the software. The Time and Attendance software will automatically process undefined data.
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