PayClock® PC600 Time and Attendance System Model PC600 User’s Guide
THIS EQUIPMENT COMPLIES WITH FCC REQUIREMENTS PURSUANT OF PART-15 This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.
CONTENTS QUICK START STEPS ..................................................................................IV WELCOME........................................................................................................ 1 PACKAGE CONTENTS ........................................................................... 5 SYSTEM REQUIREMENTS .................................................................... 6 INSTALL THE PC600 ..................................................................................
Quick Start Steps Carefully follow each step of these instructions for a troublefree experience. Note: It is recommended to install and mount the PC600 terminal before installing the PayClock software. With the PC600 terminal powered up and connected to the network (LAN), the software will search for it on the network and automatically configure the terminal. 1 2 Verify the contents of your system. (For more detailed information turn to page 5.
4 5 Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on back of the terminal. Route the cabling through the available channels to best suit your installation. Hang the terminal on the wall, aligning the three keyholes on the rear of the terminal with the protruding screw heads, and then press downward until the terminal lowers onto the screws.
8 9 10 11 Open the PayClock software by clicking on the PayClock Icon. The default password is lathem. (For more detailed instructions turn to page 34.) Click Setup Now from the Get Started window to configure PayClock. (For more detailed instructions turn to page 37.) Add employees as well as create supervisors using the Employees button under the Setup tab. To add a new employee, click New and then enter the employee data.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Welcome Purpose of this User’s Guide The purpose of this user’s guide is not meant to be a complete manual for the product. It is a quick reference to get you started. Please refer to the PayClock Help for detailed product information, setup guidance, and operation information. Product Overview Reliability, functionality and ease of use are trademarks of the PayClock software and terminals.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E successful transaction with live sync enabled, the display will show the employee’s name, total worked time, In / Out status and an audio/text prompt. With live sync disabled, the display will only show the employees name. Features and Specifications • Windows CE 6.0 - The power of embedded Windows CE to provide fast and dependable operation. • LCD Color Touch Screen - Use the large easy to read touch screen for set up and data entry.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Accessories A number of accessories are offered to further enhance your PayClock system. Visit http://shop.lathem.com to purchase additional accessories like the ones listed below. • Badges • Badge Racks • Annual Support Agreements Getting Help The purpose of this user’s guide is not meant to be a complete manual for the product. It is a quick reference to get you started.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E On the Support page, you may also submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hours. Email support is free to all registered users. Telephone Support The help desk is available between the hours of 8am and 7pm Monday through Friday. Please call (800) 241-4990 to speak with our help desk. You will receive free technical support for the first 30 days after your initial call.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Package Contents Please verify that your package includes ALL of the following items. If your package is missing an item, please call the help desk at 1-800241-4990.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Install the PC600 Step 1: Select a site to install your PC600 terminal that will be convenient to employees clocking in and out. When deciding where the terminal will be installed, keep in mind that an 115vAC power outlet should be within 6 feet of the mounting location as well as a connection to the network (LAN). Note: It is recommended to install and mount the PC600 terminal before installing the PayClock software.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Step 3: Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port which is located in the compartment on the back of the terminal. Step 4: Insert the small “L”-shaped security bracket into the slot at the bottom-rear of the PC600, so that the tab with the hole points downward, away from the keyhole slot that can be seen immediately above.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Using the PC600 Terminal The PC600 will be ready for use after it is updated. The update will download the employees. The PC600 terminal allows employees, supervisors and administrators to perform certain functions such as punching In and Out. To punch, move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E The terminal will display an error message if you scan a badge that has not yet been assigned to a specific employee in PayClock. Notice: The PC600 utilizes an internal antenna to read the employee badges. Make sure these badges are stored at least 6” away from the PC600 when not in use to avoid accidental badge reads. Employee Transactions using Badges Employees can record transactions or view total information by presenting a badge.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Amount Entries • Press the Enter Amounts button on the touch screen of the PC600. • Move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600. • When the badge is in close proximity to the PC600 a confirmation beep will sound and the Enter Amt. screen will display. • Using the numeric key pad enter the value for the amount and press Enter.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E A confirmation beep will sound, a text message will appear, a custom audio message may be played, and the oval target area will turn either green or red indicating a good or bad transaction. Department Transfers • Press the Transfer Depts. button on the touch screen of the PC600. • The Enter PIN screen will display, using the numeric key pad enter the employee’s PIN number and press Enter.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • The Enter PIN screen will display, using the numeric key pad enter the employee’s PIN number and press Enter. • A confirmation beep will sound and the employee’s grand totals for the pay period and any benefit time will display. Administrator Functions The PC600 has one administrator.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E When finished, press the center of the screen and then press the back 2 button until you have returned to the default screen. Network Setup - Terminal Settings This menu allows you to manually configure the network communication settings between the PC600 and PayClock software. Note: Typically these settings are determined during the installation of the PayClock software and it isn’t necessary to modify the settings.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Using the numeric key pad, enter the address you want to assign to the terminal and press OK. • When finished, press the back 2 button until you have returned to the default screen. Network Setup - Host Settings This menu allows you to manually configure the network communication settings between the PC600 and PayClock software.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • The Administrator Main Menu screen will display. • Press Network Settings. The Network Setup screen will display. • Press Define Host. The Define Host screen will display. • Under Select Time Source, press either the Server (the computer where the PayClock server is running) or Internet. • The screen will refresh with the newly selected option. • When finished, press the back 2 button until you have returned to the default screen.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E When finished, press the back 2 button until you have returned to the default screen. Date/Time Setup - Date This menu allows you to manually configure the date, time, time zone, DST and how the hours will display on the PC600. To enter into administrator mode at the PC600, press the Admin button. The Enter PIN screen will display. • Using the numeric key pad enter the administrator PIN number and press Enter.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E When finished, press the back 2 button until you have returned to the default screen. Date/Time Setup - Time Zone This menu allows you to manually configure the time zone on the PC600. To enter into administrator mode at the PC600, press the Admin button. The Enter PIN screen will display. • Using the numeric key pad enter the administrator PIN number and press Enter. • The Administrator Main Menu screen will display. • Press Date/Time Setup.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E When finished, press the back 2 button until you have returned to the default screen. Date/Time Setup - Time Display Format This menu allows you to manually configure how the hours will display on the PC600. To enter into administrator mode at the PC600, press the Admin button. The Enter PIN screen will display. • Using the numeric key pad enter the administrator PIN number and press Enter. • The Administrator Main Menu screen will display.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E When finished, press the center of the screen and then press the back 2 button until you have returned to the default screen. Reset Use caution when selecting this menu item. This menu item will reset the entire terminal to the manufacturer default settings. All settings, administrators, supervisors, employees and data will be cleared; you can not recover this information. To enter into administrator mode at the PC600, press the Admin button.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Supervisor Transactions Supervisors have the ability at the PC600 to view and edit employee punches, add new employees, send messages and override shift lockouts. To set up an employee as a supervisor check the Allow Supervisor Functions option for the desired employee at the Employees button under the Setup tab. Note: Some supervisor functions require that the PC600 be running with Live Sync enabled.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Adding Punches (Live Sync required!) At the PC600, press the Supervisor button. The Enter PIN screen will display. • Using the numeric key pad enter the supervisor’s PIN and press Enter. You may also move the supervisor’s badge over the badge reader symbol below the illuminated oval target area on the front of the PC600. • At the Select an Employee screen, press the button of the desired employee. • Press View / Edit Punches.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Press View Totals. The employee’s grand totals for the pay period and any benefit time will display. • When finished, press the screen. button to return to the default Send Message At the PC600, press the Supervisor button. The Enter PIN screen will display. • Using the numeric key pad enter the supervisor’s PIN and press Enter.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • At the Select an Employee screen, press the button of the desired employee. • Press Override Lockout. • At the confirmation screen select Yes to have the next punch for the employee ignore the shift lockout. • When finished, press the screen. button to return to the default Settings - Set/Change PIN (Live Sync required!) At the PC600, press the Supervisor button. The Enter PIN screen will display.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • At the confirmation screen select Yes to delete the PIN. • When finished, press the screen. button to return to the default Disable PIN Entry • Press the Disable PIN Entry option. • There will be a check ; in the box when PIN entry has been disabled. • When finished, press the screen. button to return to the default Settings - View/Assign Badge (Live Sync required!) At the PC600, press the Supervisor button.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Disable Badge Entry • Press the Disable Badge Entry option. • There will be a check ; in the box when badge entry has been disabled. • When finished, press the screen.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Install the PayClock Software The PayClock install loads the client and server application as well as your database. CAUTION: Before proceeding with your PayClock installation, verify that your PC meets ALL of the System Requirements listed on page 6! Standard Install Follow these instructions for these scenarios whether it is a new install or an upgrade: • You want PayClock to only run on one computer.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E ¾ Double click on the drive that contains the PayClock installation CD. Follow the Setup Steps • It may take the install a few minutes to start, please be patient. • From the Install PayClock window click on Next. • Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. • The Standard Install (Recommended) will be selected, click Next to continue.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Purchase Features • Contact the help desk by calling 1-800-241-4990 or visit http://shop.lathem.com to purchase accessories and software modules. • Options include employee capacity upgrades, multi-user, long-reach cables, additional badges, badge racks and more. Client Installation in a Multi-User System Follow these instructions when you want to run PayClock on more then one computer.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E ¾ Double click on the drive that contains the PayClock installation CD. Follow the Setup Steps • It may take the install a few minutes to start, please be patient. • From the Install PayClock window click on Next. • Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. • Select the Custom option and click Next to continue.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Setting up a Multi-User System PayClock is by default a single user system. You must purchase and enable the multi-user feature in order to access PayClock from other computers on your network. Note: You must register your PayClock software before enabling the Multi-User feature even if you have already paid for the feature. After registering PayClock, call the help desk for a feature un-lock code.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Using the PayClock Software PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly manage payroll rules, employees, payroll data and reports. Simply click on a tab or button to open the pane and associated window.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Home Tab: The Home tab contains information on how to start using PayClock along with quick action buttons in a flow chart of the routine process of use. • Timecards Tab: The Timecards tab contains functions for polling your terminal(s), editing employee timecards, globally editing a group of employees, exporting data for payroll and closing the pay period.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Logging into PayClock PayClock is a single user system by default with one user account, Administrator. The Administrator account gives the user full access to PayClock. Open the PayClock software by clicking on the located on your desktop. PayClock Icon Log In To begin using PayClock, you must first Log In to the system at the Log In window. PayClock has one default user; the Administrator.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E 3. Click OK and the software will open. A welcome tone will let you know that PayClock is ready for use. Create and Change Your Password You should create your own unique password to protect sensitive payroll data. 1. At the Log In screen, click the Change button. 2. Type in your Old Password (remember, the default is “lathem”). 3. Type in your New Password (the one you would like to create). 4. Confirm your new password by typing it in. 5.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E There are three ways to register your software: • Complete the Registration Wizard by clicking the Register Now button on the Get Started window that appears upon log-in. Fill in the requested information and submit. If you do not have an internet connection, select Print at the end of the wizard to print and fax your information to the help desk at 1-800-252-2208.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Setting up PayClock How does PayClock calculate time? PayClock uses an open shift to define the start of the workday. An employee’s open shift starts with his/her first punch of the day and continues until the day change or for 14 hours if working past the day change. The work day length is set to 14 hours by default. Example 1: • Jane Doe's first punch Monday morning was at 7:30 am. • She didn’t punch out to leave for the day until 10:00 pm.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E From the Getting Started window click the Setup Now button or click the Setup tab on the ribbon bar. Use the buttons on the Setup tab to set up your basic company structure. Pay Period Setup • At the Setup tab, click the Pay Class button. • Select the Standard pay class item from the List box on the left side of the window. The Standard pay class will open on the General tab. • Select the Pay Period Type.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E To set up weekly overtime, select the pay code and set the limit. Click the Help button if you need assistance setting up the overtime. • Click Save to keep your changes. Rounding Setup • With the Standard pay class item still selected, click on the Advanced tab. • Select the rounding option. Note: The “Not Selected” option will set the rounding to true time or minute to minute.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Additional Software Setup The Setup tab of the ribbon bar is used to configure the PayClock software for your company, pay period rules, departments, employees, shifts, payroll exports, PayClock users and preferences. See the PayClock Help for detailed information on the Setup tab. Company Button At the Company button of the Setup tab you define your basic company information.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E automatically deducted, or a combination of both. They can also be unpaid or paid. Breaks are applied to shifts. For example, you have a shift that starts at 7:30am and ends at 4:00pm with a 30 minute punched unpaid break that can be taken between 11:30am and 2:00pm. After defining the breaks assign them to shifts. Shifts Button At the Shifts button of the Setup tab you define the work day for employees.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Add Employees and Assign Badges The Employees button under the Setup tab is used to maintain the employees in the PayClock software. This will include adding, editing and terminating employees. The Employees button has nine tabs - General, Overrides, Schedules, Benefit Time, Departments, Personal, Messages, Terminals and Advanced. General Tab - Set up employee’s name, badge and PIN. Overrides Tab - Override global break settings for an employee.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Add New Employees General Tab After adding the employees click on the Terminal Manager tab and update your terminal(s). 1. From the Ribbon Bar, click the Setup tab and click on the Employees button. The Employees window will display. 2. Click the New button, the next available blank employee template will display. 3. Type in the employee’s last name, first name and middle initial. 4.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E 5. If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports. 6. PayClock automatically fills in the Employee PIN but you can change it if you like. To change the PIN, enter the number in the Employee PIN field. Note: The Employee PIN is used to punch In/Out at the terminal without a badge. 7. Enter the employee’s hourly wage under Hourly Base Pay. 8.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E The next section covers each topic briefly to give you an overview of the system. See the PayClock Help for detailed information on each topic. Overrides Tab You use the Overrides tab to define punched or automatically deducted breaks for individual employees on the open shift. Any defined breaks on this tab will override the global break set up on the Pay Class | Break tab.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Benefit Time Tab You use the Benefit Time tab to track an employee's benefits, such as how much sick or vacation time they have or have taken. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how much time the employee has left. Departments Tab The Departments tab is used to assign employees to certain departments and also modify the pay rate when working in the department.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Editing Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips. You can view employee data for open or closed pay periods. When you click on the Timecards tab you will see 4 areas, the Timecard Ribbon Bar, the Employee List, the Employee Timecard and the Timecard Timeline.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E employees, select which Pay Class to edit the data for, select the time period for the edits, export payroll data and close the pay period. The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages, regular time, overtime, vacation, etc. You can filter the employees that display in the list and define which columns display. You can also approve the employee timecards.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Department - From the list select the department or departments that hold the employees you want to display in the summary list. • Show Terminated Employees - Check this option if you want to display employees marked as terminated in the list. If you don’t want terminated employees to display in the list, uncheck the option. • Show Inactive Employees - Check this option if you want to display employees marked as inactive in the list.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E When an employee is selected from Employee List their individual timecard will display with their punch data for the selected pay period. The Timecard has 3 areas; the toolbar, the employee information and the timecard table. The Timecard Toolbar allows you to add punches and non-work time, search for exceptions, insert notes and define the columns that display in the Timecard.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E List tab - This tab is designed specifically to be used to view the photos of employees who punch at the FaceIN terminal. This tab is not used with the PC600 terminal. Timecard Table Color Legend The timecard table can display the rows or cells in colors that are used to identify certain conditions. • Light Blue - A row that is light blue identifies that the row is selected.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Timecard Timeline The Timecard Timeline is a snap-shot view of the shifts and punches for the selected date. The Timecard Timeline can be expanded, collapsed or hidden entirely. When the timeline is expanded it has 3 areas; the Actual Punches, the Adjusted Punches and the Shift. • • Actual Punches area - Displays the unrounded punches. Adjusted Punches area - Displays the punches after they have been rounded.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Maintaining Employee Timecards The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as non-work time such as vacation time or dollar amounts such as tips. The timecard body contains an area that resembles a spreadsheet for keying in punch data. Note: Manually added punches will show bolded. Use the Employee List to select an employee and the pay period navigation buttons to select the Pay Period.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Type in the hour and the cursor will automatically move to the minutes. • Type in the minutes and the cursor will automatically move to AM/PM. • If your time is set to 12-hour format type an 'A' or 'P' to change to AM or PM. • Press enter or tab on the computer keyboard to save the punch.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display. • Locate the non-work time column and then click on the cell for the day that you want to add the non-work time. The cell will be highlighted when it has been selected. • Type in the amount of hours and minutes for the non-work time; use the right arrow key to move from hours to minutes.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display. • At the timecard table toolbar click the Insert button and select Transfer. The Add Transfer window will open. • Type in the hour and the cursor will automatically move to the minutes. • Type in the minutes and the cursor will automatically move to AM/PM.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E If the Shift column is displaying in the timecard table simply click in the cell for the desired day and from the list select the desired shift. The shift change will take affect immediately. See the PayClock Help for detailed information on making a one-time department change in the timecard table. Adding Amounts - Insert Button You can use the Insert | Amounts button to add an amount to the timecard.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • At the Timecard toolbar click the Notes button, the Note Editor window will open. • Enter the text for the note; up to 500 characters can be entered. • Click the Save button, the note will be added and an icon will display identifying a note is attached. Using the Exception Filter Exceptions are events that occur where PayClock will notify the user. User action may be required to resolve some exceptions, for example a missing punch.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Selecting the Exceptions • At the timecard toolbar click the Exception button and select Exception Filter, the Exception Filter window will open. • Select the exception(s) you wish to view from the list. To view all exceptions click the Select All option. • Click Save, your exceptions have been chosen. Searching for Exceptions • After selecting the exceptions to track select the first employee in the Employee List.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Creating an export file • Select the Timecards tab and select the pay period by using the Pay Period navigation buttons. • Click the Export button, the Execute Exports… window opens. • Click on the desired payroll export in the list, there will be a check in the box ; when it has been selected. • Click the Run Exports… button. Closing the Pay Period The Close button group contains the button which allows the user to close out the pay period.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E 1 WARNING - If you are not sure you want to close the pay period click CANCEL. • Type the word YES in the box and click OK with your mouse. Re-opening a Closed Pay Period A closed pay period can be re-opened for the purpose of making a forgotten edit or change, but caution should be used.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Global Scheduling The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar. In addition the Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather than having to assign shifts to employees individually. These shift assignments will make up the employee’s work schedule.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Reports The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database. When you click on the Reports tab you will see 3 areas; the Report Ribbon Bar, the Report Category List and the Report Toolbar with Viewer. Running Reports The Reports tab is used to view reports on employee data.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Including All Employees in the selected report To view a report with all of the employees simply double click on the report in the list. • Click the Reports tab on the ribbon bar and the Reports window will display. • Double click on the report in the list you want to view. • The report will show in the preview area with all employees.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Setting up your Terminal The Terminal Manager tab of the ribbon bar is used to maintain the terminals used to collect punch data. When you click on the Terminal Manager tab you will see 3 areas; the Terminal Manager Ribbon Bar, the Terminals List and the Terminal Properties and Toolbar.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E When a PC600 terminal hears the broadcast it responds and allows you to add the terminal to PayClock. 1. From the Ribbon Bar click the Terminal Manager tab and click on the Find Terminals button. The Terminal Discovery window will display. 2. When the PC600 is detected the terminal’s IP address, serial number and terminal type will display. 3. Highlight the terminal in the list and click the Create button.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Employees tab - PC600 Terminal The Employees tab is used to assign employees to a terminal and to un-assign employees from a terminal. Note: Employees are automatically assigned to the terminal. If you wish to not have new employees automatically assigned to the terminal select the option “Do not automatically assign new employees to this terminal”. Removing Employee Assignments 1.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Date and Time This area is used to send the time to the terminal, set the terminals time zone, enable/disable DST, choose the hour display format and select the terminal’s time source. Set Terminal Date and Time: Click the Set button to send the time and date to the terminal. Time Zone: From the list select the time zone that the terminal will use. The default setting is Eastern Time. Daylight Saving Time: Select whether DST will be turned On or Off.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E The Admin functions on the terminal include; Device Information, Network Setup, Date/Time Setup, Error Log and Reset. Power Save - Power Save Mode The power save option dims the PC600’s display after no activity for 30 seconds. Note: This option is enabled by default, it is not recommended to disable this option.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Send worked hours and benefit time after poll: Select whether to send the employees’ total worked hours and benefit time balances after polling the terminal. This option is enabled by default. Audio tab - PC600 Terminal The Audio tab is used to define text and/or audio messages that will display/play when employees punch on the PC600 terminal. Note: The Live Sync option on the Settings tab must be enabled in order to configure the Audio tab.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Activating Live Sync The PC600 can operate in “online” or “offline” mode. When operating in online or live sync mode, communications with the PayClock database are in real-time. After enabling the Live Sync option update the PC600 the first time to initialize the clock and enable synchronization with the server software. After the first update the PC600 will update itself from that point forward.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E 3. Select the “Live Sync:” option and set the Update Interval setting. The default is 5 minutes. 4. Click Save. 5. Click Update Selected Terminal. Live sync will be enabled on the terminal. 6. The employees created in PayClock will be sent to the terminal(s) and they can start punching In/Out.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Hardware Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions. To view a complete list of common problems and their solutions please visit our knowledge base located online at: http://support.lathem.com Issue Resolution I can’t communicate with the PC600 terminal. -Make sure that all connections are secure and the cables are intact.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E The PC600 shows “Not Found” when the badge is presented. -Make sure that the number that is printed on the badge matches what was entered in the Badge Number field for the employee in PayClock. A blinking light shows in the small rectangular opening to the left of the illuminated oval on the front of the PC600. What does it mean? This blinking light represents the connection to the network (LAN).
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Software Troubleshooting The following section contains common questions and problems as well as their appropriate resolutions. To view a complete list of common problems and their solutions please visit our knowledge base located online at: http://support.lathem.com Issue Resolution What is the password to login to the software? The default password is “lathem”. How do I add a missing punch? See page 53 - Maintaining Employee Timecards.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Appendix A - PC600 WAN Installation These instructions identify the steps to configure the PC600 terminal to communicate with the PayClock database server across the internet. A print out of the “Server Summary” information is required for this set up. If the information was not printed during the PayClock software installation follow these steps to access the information.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E PC600 WAN Installation • At the remote site install mount and connect the PC600 terminal to the network. • With the PC600 powered up and connected to the network, press the Admin button and enter the administrator PIN (99999). • The Administrator Main Menu will display. Press the Network Setup button. • The Network Setup screen will display. If using a “static” IP address at the terminal select DHCP = Off.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • The Administrator Main Menu will display. Press the Device Information button. • Verify that the correct Company Name shows. • Press the back 2 button until you have returned to the default screen. • will show on the PC600 display identifying A green icon it is in live sync mode. • The PC600 terminal will be operational and ready for use.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Appendix B - PayClock Client Software WAN Installation These instructions identify the steps to configure the PayClock Client software to communicate with the PayClock database server across the internet. Important Notes - WAN Installation Requirements • There must be a VPN tunnel connecting the local and remote sites.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • From the menu select Support Assistant. • In the Support Assistant window, select Connection Info. • Print the Connection_Info.txt file. Step #2 - PayClock Client at the remote site • Run the PayClock Setup Program • Go to the computer where you want to install the PayClock client. • Make sure your screen saver is not showing before inserting the PayClock CD. • Insert the PayClock CD-ROM in the CD-ROM drive.
P A Y C L O C K • & P C 6 0 0 U S E R ’ S G U I D E • At the Install on Single PC or Network window select I need multiple computers that can run PayClock and click Next to continue. • At the Install Client Only or Client & Server window select Client Only and click Next to continue. Enter the Server Information • The Select Server window will open with the message, “We were unable to locate any PayClock servers on your network. Please enter the server information.”.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Appendix C - Integrating PayClock with QuickBooks The integration between PayClock and QuickBooks allows the user to enter the employees into QuickBooks and then synchronize them into PayClock. The export process allows PayClock to send employee total daily hours into the QuickBooks weekly timesheet. Here are some important points to remember: • Only QuickBooks 2009 and later are supported.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E NOTE: If the above two options are not selected the integration process will fail! • Click Continue and then click Done. • In PayClock click Next. • Map the QuickBooks Payroll Items to the PayClock Pay Codes. • When finished mapping the payroll items click Next. • If desired select the Send Employee pay rates from QuickBooks to PayClock. Click Next. • If Classes are set up in QuickBooks map the QuickBooks Classes to the PayClock departments.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Appendix D - Connecting the PC600 Directly to the Computer’s NIC This document describes the steps to configure a PC600 terminal to communicate with the PayClock database server when connecting directly into the computer’s wired NIC. This would be used when the user doesn’t have a network setup and has a computer that has a wired NIC.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E • Press the Host IP button. • Enter the IP address configured at the computer (i.e. 10.0.1.1). • Press the back 2 button until you have returned to the default screen. Step #4 - At the PayClock software • Open the PayClock software and click on the Terminal Manager tab. (Note: The Auto Discovery will not work for this scenario.) • Click the Add Terminal button and select PC600.
P A Y C L O C K & P C 6 0 0 U S E R ’ S G U I D E Windows Vista • Click Start > Control Panel > Network and Internet | View Network Status and Task > Manage Network Connections. • Click on Manage Network Connections. • Right click on the desired connection in the list and select Properties. • Click Continue on the User Access Control message. • Select the Internet Protocol Version 4 (TCP/IPv4) item. • Click the Properties button. • Choose Use the following IP address.
P A Y C L O C K & P C 6 0 0 U S E R ’ S A Accessories, 3 Activating Live Sync, 71 Adding a New Employee, 43 Adding a Note, 57 Adding a PC600, 65 Adding Amounts, 57 Adding Employees, 42 Adding Non-Work Time, 54, 55 Adding Punches, 53, 54 Administrator functions at the PC600, 13 Annual Support Agreements, 4 Audio Tab - PC600, 70 B Badge Number, 43 Benefit Time Tab, 46 C Clocking IN/Out, 10 Closing the Pay Period, 60 Connecting PC600 directly to pc’s NIC, 84 Connection Tab - PC600, 66 D Daylight Savings
P A Y C L O C K & P C 6 0 0 U S E R ’ S E Editing Timecards, 47 Employee PIN, 44 Employee Advanced Tab, 46 Employee Button, 42 Employee List and Toolbar, 48 Employee Number, 44 Employees Tab - PC600, 67 Entering Amounts at the PC600, 11 Exception Filter, 58 Exporting Data, 59 F Features & Specifications, 2 Filtering the Employee List, 48 G Global Scheduling, 62 H Hardware Troubleshooting, 73 Help, 3 Home Department, 44 Home Tab, 33 I Install the PayClock Software, 27 Installing The PC600, 7 Integra
P A Y C L O C K & P C 6 0 0 U S E R ’ S L Live Sync, 66 Logging In, 34 M Maintaining, 53 Messages Tab, 46 Minimum PayClock Set up, 37 O One-Time Department Change, 56 One-Time Shift Change, 56 Overrides Tab, 45 Overtime, 38 P Package Contents, 5 Password, 35, 75 Pay, 38 PayClock Client Installation, 29 PayClock Client Software WAN Installation, 79 PayClock orb, 33 PC600, 68 PC600 WAN Installation, 76 Personal Tab, 46 Product Overview, 1 Punching on the PC600, 9 Purpose of this User’s Guide, 1 R Reco
P A Y C L O C K & P C 6 0 0 U S E R ’ S Re-opening a closed pay period, 61 Reports, 63 Reports Tab, 33 Rounding, 39 Running Reports, 63 S Salaried Employees, 44 Schedules Tab, 45 Scheduling Tab, 33 Searching for Exceptions, 59 Selecting an Employee in the Timecard, 53 Selecting Exceptions, 59 Selecting the Pay Period in the Timecard, 53 Setting the columns in the Employee List, 49 Setting the columns in the Timecard, 51 Setting up Multi-User, 31 Setting up PayClock, 37 Setting up your Terminal, 65 Sett
P A Y C L O C K & P C 6 0 0 Timecard Timeline, 52 Timecard Toolbar, 49 Timecards Tab, 33 Troubleshooting, 3 U Update/Poll, 70 Upgrades, 2 Using a Badge at the PC600, 10 Using a PIN at the PC600, 11 Using PayClock, 34 Using the PayClock Software, 32 Using the PC600, 9 Using the Quick Search, 49 Using the Ribbon Bar, 32 V Viewing Totals at the PC600, 11 U S E R ’ S G U I D E
One-Year Limited Warranty Lathem warrants the hardware products described in this guide against defects in material and workmanship for a period of one year from date of original purchase from Lathem or from an authorized Lathem reseller. The conditions of this warranty and the extent of the responsibility of Lathem Time Corporation (“Lathem”) under this warranty are listed below. 1.
