510AR 570AR 610AR. Digital Employee Time Clock Attendance Recorder Weekly, Bi-Weekly, Semi-Monthly, or Monthly Setup and Operating Procedures

Transcription

1 510AR 570AR 610AR Digital Employee Time Clock Attendance Recorder Weekly, Bi-Weekly, Semi-Monthly, or Monthly Setup and Operating Procedures Issued 30 May 2015 (Check 510AR.com for revisions) Card System Technologies 2012A Morris Ave Union, NJ Ph: Web: 510AR.com Contents 510AR.com Copyright 2015 Card System Technologies All Rights reserved. Official site of 510AR 1

2 Operation Procedures 4 What is included 5 Installation 5 Wall mounting 6 To Change Date and Time 6 How it Works 6 To punch IN and OUT 7 Loading Paper 7 Recorder Overview 8 Manager Access Card Functions 8 Day End 9 Direct Enter Selected Code 10 Employee Database 11 Print employee database 11 Entering Letters and special characters 12 To Enable Automatic Daylight Savings Time 12 To change 3-Line Report Header 13 To edit default employees 13 To Set Up Start Times 13 To give employees 8 hours per shift 14 All Punch Options 14 What if I have employees that work past midnight? 15 Activate employee magnetic cards 15 Activate specific employee magnetic card 16 To reuse a magnetic card 16 To add New Hires 17 To Make Manager Punch Corrections for Current Pay Period 17 To Make Manager Punch Corrections for Saved Pay Period 18 To terminate (delete) or to change punch ID 18 To Print Status of All Employees 19 To Print Punch Confirmation (hall pass) 19 To print reports 20 Sample Time Card 20 To print Who s at work now Report 20 Site setup and auto functions 21 To set auto functions 21 Current and saved staffing report 22 To Avoid HOURS Creep 23 Battery operated 610AR model 24 PC polling of saved reports 25 Most Common Report Codes 26 All Function Codes 26 Reports 30 Sample 2-week Close procedure (no auto-events set) 32 Sample Close Procedure Auto-Events set 33 2

3 Please read before using An electronic, printing employee/volunteer/visitor time clock, with a magnetic card reader and high speed (18 LPS) thermal p59nter that is particularly suitable for small businesses and organizations to manage up to 125 employees timekeeping and attendance, in real-time, quickly and efficiently. Prints year, month, day, hour and minute, in 24 hour format hh:mm Internal calendar auto-adjusts for number of days in the month, leap year and daylight savings time Internal battery back-up protection Keypad PIN or reusable magnetic swipe card employee clocking Wall mount or table top installation Standalone no PC or Internet or Ethernet or phone connection required. The AR (510, 570, 610) series of Attendance Recorders are complete digital, stand-alone hours-worked recorders with selectable auto-functions and on rea - time reports. Reports are generated on-the-fly from an internal punch database file. Each model has an edit function to add/change names, ID numbers, departments, and start times, and correct mispunches as described in this manual. Each model has the option of using a telephone communication feature to download to a PC a number of formatted files, including period time cards for storage and later retrieval. CSTI s optional PC UTILITY program enables telephone polling of AR Time Clock sites, which requires the connection of the AR to a telephone line. 3

4 Operation Procedures The AR Digital Employee Time Clock is configured to use out of the box. Simply plug it in, adjust the date to your time zone, and give your employees punch codes. Punch codes can be any number up to and including a 9-digit SSN. Unlike most time clocks sold today, the AR is a wall-mounted, standalone machine does not require a computer to collect employee time. Units can be table or wall mounted. A wall mount kit is available. The AR stores employee information (name, ID code, punch options, department, and start time) in its built-in punch database. An internal battery ensures punches stored in the terminal are retained in the event of a power outage. As with any traditional time clock, the AR concentrates on performing a single task documenting when an employee clocks IN or OUT. However the AR does a lot more since it has an internal, computerdriven employee punch database and a formatted, on-demand report printer. The AR functions as a user-selected Weekly, Bi-Weekly, Semi-Monthly, or Monthly attendance recorder. Management determines when the pay period ends as described in the Period Close Procedures at the end of this instruction. Each employee has a Time Card printed and totaled for the entire period; If weekly 7 days are included, if bi-weekly 14 days, etc. The AR allows instant, real time printing of all or selected Time Cards at any time during the current pay period or the saved previous period. Time Cards can be printed periodically during the current period to determine if any failed punches need to be corrected before final printing. Management can also access and adjust the time cards of the saved previous pay period. At the end of a pay period, and before the start of the next one, all time cards are saved for management review and hours correction, if needed. 4

5 In addition to the end-of period Time Cards report, the AR provides a convenient who s IN report and several other reports that can be taken at any time during the period. What is included 1. AR recorder 2. Telephone cord 3. Paper roll 2 1/4 in by 85 ft 4. Power adapter 5. 2 Manager access cards 6. 1 Employee sample card 7. Employee database for up to 125 (250 optional) employees 8. Optional Wall mount kit Installation The AR can be table or wall mounted. You can order a wall mounting bracket to affix the AR to a wall for easy access. The AR should be located near an electrical outlet; and telephone connection, if the optional phone kit and UTILITY PC program will be used. Plug the included power adapter into a 120 VAC electrical outlet and connect it to the AR. The display screen will light and show the idle prompt time, day, and date. The time, day, and date can be adjusted to your location for proper operation. Reports all have a 3-line header, which can be changed at any time with code 78. All codes are listed in the back of this instruction. 5

6 Wall mounting is the preferred use of an attendance recorder. Affix wall mount, within distance of an electrical outlet, about 51/2 feet above the floor. Wall mount for 570AR model is illustrated. To change date and time When you receive your Employee Time Clock you need to set the date to your time zone Swipe Manager Access Card Press F4 Enter pass code 7424 (which spells "RICH") Press F3 The current date and time are shown as a guide How it Works AR Management Function Access is provided by a magnetic swipe access card. Other than punching IN/OUT, access to all functions such as hiring and taking reports requires the swiping of this card, so keep it handy at a convenient location. Note that once swiped, you have 1 minute to start functions before the AR reverts back to the default idle prompt. The idle prompt also shows, if activated, the modem ON icon on the left and the card reader activated on the right. 6

7 To punch IN and OUT Key-enter the ID number followed by the green ENTER key. Current punch status is displayed below the employee name and a down arrow points to the next punch option. In the example shown, the employee is Currently OUT and the next step is to punch IN by pressing the left purple key below the down arrow. Employees with the paid break option U, ON and OFF break will display. The next punch option will direct the employee to go ON break or to punch OUT. Loading Paper To load the paper into your AR, follow the simple instructions below. Press down on the button located on the right side of the recorder to unlatch the paper roll cover, then lift the cover up and back. (image 1) Remove any partial roll of paper in the printer tray. (image 2) Hold the roll so the paper feeds from the bottom of the roll. Drop the paper roll into the printer tray. (image 3) Close the paper roll cover by gently pressing directly on the cover until it clicks shut, allowing a small amount of paper past the glue residue to extend outside the printer door. (image 4) 7

8 Recorder Overview Manager Access Functions Swipe the manager access card to print reports, hire employee, etc. The card is printed with the most often used codes. 8

9 Swipe the Access Card to display the manager access functions. Press F1 to select functions using the screen addressed function menu. Press F2 to direct enter a selected code. See the code list at the end of this manual. Press F3 to access and edit Time Cards saved from the last pay period. Press F4 to clear names and punches and reset the AR after initial training. The AR allows for training of employees on the use of the recorder. Clearing is protected with pass code Day End The AR is initially programmed with Eastern Time. The day automatically ends at 23:45 (11:45 PM), and cannot be changed. At this time any employee still punched IN will be punched out and given a <FP> Failed Punch note on their Time Card. This can be adjusted by manager code 8. 9

10 Select F2 to direct enter a selected code 1 ADD/EDIT EMPLOYEE Add new employees to the database or edit current employees 2 DELETE / CHG PUNCH ID Delete terminated employee or give new punch ID. Deleted employees remain in the database until code 25 clears Time Cards 3 PRINT FLASH REPORT Number Employees OFF clock, ON clock, total of Day Hrs, Period Hrs, and FP (failed punches) total 4 PRINT WHO'S IN LIST Prints all employees currently clocked IN 5 PRINT ALL TIME CARDS Prints all active employee Time Cards. Employees that have not clocked IN/OUT during the period 6 PRINT INDIVIDUAL TIME CARD Prints individual time card8 MANAGER CORRECTION Allow supervisor to correct <FP> failed punch errors by adding total time worked for individual employee for any day 7 PRINT DAY HOURS REPORT Prints hours worked each day without the punches 8 MANAGER CORRECTION Allow supervisors to correct <FP> failed punch errors by adding total time worked for individual employee for any day 9 PRINT DEPT HOURS REPORT Prints total hours worked in each department 10 PRINT SITE INFO Prints default values and list of auto functions 15 PRINT EMPLOYEE INFORMATION Print employee database 16 PRINT DEPT TIME CARD Prints time cards for selected department 17 PRINT PAID BREAK REPORT Prints paid breaks of employees with the U options 18 CURRENT STAFFING REPORT in 1 hour increments 20 X OPTION ENABLE Employees with X option allowed to work past midnight 21 X OPTION DISABLE 22 PRINT X OPTIION STATE Prints status of X option 33 TURN MODEM ON Icon shows on display 34 TURN MODEM OFF 84 SET/EDIT OPTION E PRE-START Sets site pre-starting time before individual employee start time is implemented 85 SET/EDIT OPTION B PRE-BREAK Sets site time that employees must be on the clock before automatic unpaid break punch IN, default 15 min 86 SET/EDIT OPTION O PRE-OUT Sets site time that employee must be on the clock before automatic punch OUT 87 SET/EDIT OPTION D OVER & DEDUCT Sets site deductions that applies daily to employees with the D option 88 SAVED STAFFING REPORT In hourly increments 95 PRINT SAVED ALL TIME CARDS employee Time Cards from past period 10

11 Employee Database You can 1. Continue to use the AR with the installed database (code 15 to print) 2. You can change the employee preferences such as name, department, payroll ID, start time, if used 3. You can hire new employees using actual names and payroll ID s 4. You can terminate (delete) any or all of the default employees as described above in Manager Access Functions F4. 5. You can go to our website 510AR.com and place an order to telephone download your specific employee names, etc. Print employee database. Assign ID numbers to your existing employees and start using the AR. It is highly recommended that you use the employee s unique Payroll Number as their Punch ID. At any time you can edit, add more, or delete ID s. Employees start time is not activated until they are individually given the E option. The start time can be different for each employee. Employees punching IN up to ½ hour before the start time will have their punches moved to the start time. Swipe the manager card, press F2 to enable function num code entry. Enter code 15 PRINT EMPLOYEE INFORMATION to print a list of all employees in the database along with the employee NAME, OPTIONS, START TIME, and MAGNETIC CARD number 11

12 Entering Letters You select letters by first pressing the number with the wanted character and then ALPHA button (above the 2 key) as many times to have the desired character appears on the display. DO NOT USE ANY SPECIAL CHARACTERS AS THAT CAUSES A SORTING ISSUE. 1 = Q Z. 2 = A B C 3 = D E F 4 = G H I 5 = J K L 6 = M N O 7 = P R S 8 = T U V 9 = W X Y 0 = - space * =, # =! : ; To Enable Automatic Daylight Savings Time APPLICATION NOTE Some states have chosen not to observe Daylight Savings Time. States that don't currently participate are Arizona and Hawaii and should turn this feature OFF. The AR default is to adjust for local for savings time. It automatically corrects daylight saving time at 2 PM on the second Sunday in March and the first Sunday in November. Swipe Manager Access Card Press F2 Enter code 39 DAYLIGHT SAVING ON/OFF Press left purple button for YES and right for NO 12

13 To Change 3-line report header Swipe Manager Access Card Press F2 Enter code 78 SET/EDIT HEADER TEXT Prints 3-line header on all reports ENTER LINE 1 text. Press F1 to clear line ENTER LINE 2 text ENTER LINE 3 text Follow prompts, when completed press the left purple key to SAVE or the right purple key to CANCEL To edit default employees Enter code 1 ADD/EDIT EMPLOYEE and follow the screen prompts. Alpha characters are entered by pressing the numeric key associated with the letter desired and press the ALPHA key untill the correct letter is displayed. To setup employee start time Employees can have the first punch of the day moved to a specific start time. They can punch IN up to 15 minutes before their start time and their punch will be moved to the start time. If they try to punch in earlier the get a too soon message. If they punch in after the scheduled punch time it is real time. This is can eliminate queueing. Swipe Manager Access Card Press F2 Enter code 1 ADD/EDIT EMPLOYEE Enter Employee ID Follow the prompts to enter the time and punch option E 13

14 To give Employee 8 Hours per shift Code N min 8 hour Employee must work at least 5 hours (cannot be changed) is given 8 hours, gets exact time worked if greater than 8 hours. Used when employees do not have access to the AR after 5 hours. OUT JONES BILL THU 01/02 IN 9:08 OUT 15:22 6:14 THU 01/02 N Option Addition 1:46 FRI 01/03 IN 10:06 OUT 18:20 8:14 -SUN- -MON- -TUE- -WED- -THU- -FRI- -SAT- : : : : 8:00 8:14 : Period Total 16:14 Swipe Manager Access Card Press F2 Enter code 1 ADD/EDIT EMPLOYEE Enter Employee ID Follow the prompts to enter the time and punch option N All Punch Options: none = exact time B Unpaid breaks, can be an auto function. Punch ON break with code 26 and OFF break with code SET/EDIT OPTION B PRE-BREAK Pre-break (time employee must be working before break takes effect) default is 15 min (printed on code 10 report) and can be changed with code 85 D Auto Lunch D option, an auto function will automatically deduct a lunch break after a set number of hours worked. 87 SET/EDIT OPTION D OVER & DEDUCT Sets minutes to deduct (default 30 min), and number of minutes worked before the deduction takes effect (default 60 min) Implemented automatically at day close. E Moves IN punch to start time. 84 SET/EDIT OPTION E PRE-START Sets before start time employee is allowed to punch IN. default is 15 min. Punching earlier gives display message TO SOON, punching after start time is time of punch 14

15 N min 8 hour Employee must work at least 5 hours (cannot be changed) is given 8 hours, gets exact time worked if greater than 8 hours O auto punch out, can be an auto function, automatically punches employee out, 86 SET/EDIT OPTION O PRE-OUT time before employee must be ON clock before punch out can be implemented) default is 15 min R Round punch to 1/4 hr, default punching is exact time U Paid break, display screen prompt requires employee to punch ON and OFF break X Allows working past midnight, empl with x option will be left on clock after midnight. 20 X OPTION ENABLE 21 X OPTION DISABLE 22 PRINT X OPTIION STATE What if I have employees that work past midnight? The day closes automatically at 23:45. If employees are to continue working, they must have the option X, which is activated by codes 20, 21, 22. If X option disabled (default condition) terminal works as normal. If X option enabled (code 23:56 empl with X option will not be given ftp (left on 00:01 empl with X option & on clock will be clocked out "yesterday" at 24:00 and clocked in "today" at 00:00 15

16 Activate magnetic card/badge reader TO turn the AR card reader on Swipe Manager Access Card Press F2 Enter code 36 The card reader ON Icon appears on the bottom right corner of the display. Using a marker, print the employee name and punch ID on the card Activate employee specific magnetic card/badge. The AR unique magnetic card/badge reader concept allows any magnetic striped card/badge to associate to an employee ID and to be reused for another employee. APPLICATION NOTE The AR reads magnetic swipe driver's licenses. You can order blank card/badges with or without a clip hole. Use a marker to write on the blank card, and use denatured alcohol to remove and reuse card Randomly select any card and write employee name, VOL for volunteer, VIS for visitor, etc. Cards can be horizontal or vertical, and can have hole punched for lanyard or clip. Swipe Manager Access Card Press F2 Enter code 1 ADD/EDIT EMPLOYEE Follow prompts, when completed press the left purple key to SAVE or the right purple key to CANCEL To re-use an employee magnetic card: Make sure there is no activity on the card. Do not deactivate or re-use a card until the former employee has been deleted. Use denatured alcohol to remove previous information Go to the Employee Setup Swipe Manager Access Card 16

17 Press F2 Enter code 1 ADD/EDIT EMPLOYEE Follow prompts, delete the former employee, when completed press the left purple key to SAVE or the right purple key to CANCEL Go to the employee record that will be using the time card (or create it if it doesn't exist) Swipe Manager Access Card Press F2 Enter code 1 ADD/EDIT EMPLOYEE Follow prompts to add/edit employee, when completed press the left purple key to SAVE or the right purple key to CANCEL Records belonging to the old employee will still belong to that employee, and any new swipes received by the system will be assigned to the new employee. To add New Hires Swipe Manager Access Card Press F2 Enter code 1 ADD/EDIT EMPLOYEE Enter punch ID and follow prompts, when completed, press the left purple key to SAVE or the right purple key to CANCEL To Make Manager Punch Corrections for Current Pay Period First print all time card report (code 5) to determine if any employee has <FP> failed punch errors Swipe Manager Access Card Press F2 Enter code 8 MANAGER CORRECTION Correct <FP> failed punch errors by entering total time worked for an individual employee using format: mm/dd/yy. Code 8 can also be used to enter total hours for an employee that has not punched. Note that the code is additive, and if used more than once for a single day, the hours entered on that day will be added together 17

18 When completed, press the purple button below OK to accept or CAN to cancel. To Make Manager Punch Corrections for Saved Pay Period This feature is used if the manager failed to make punch corrections during the active pay period Swipe Manager Access Card Press F3 to enter the SAVED DATA MODE to access and edit Time Cards saved from the last pay period Press F1 Saved TIME CARDS to print saved Time Cards and locate any days that employees have an uncorrected <FP> failed punch Press F4 Saved CORRECTION to replace employees <FP> with total hours worked for that day by entering employee ID, selecting the day using format mm/dd/yy and then entering total time worked for that employee. This feature can also be used to enter total hours for an employee that has not punched. Note that the code is additive, and if used more than once for a single day, the hours entered on that day will be added together Press F1 to re-print corrected saved Time Cards To terminate (delete) or to change punch ID Swipe Manager Access Card Press F2 Enter code 2 DELETE / CHG PUNCH ID Enter punch ID followed by Press F1 to terminate ID Press F2 to change punch ID Note that the letters TRM will be tagged to that employee s file. All employees with the TRM status no longer can punch IN/OUT and remain in the database until the punches are saved at the end of the pay period (code 75) 18

19 To Print Status of All Employees Swipe Manager Access Card Press F2 Enter code 3 PRINT FLASH REPORT Displays number Employees OFF clock, ON clock, total of Day Hrs, Period Hrs, FTPs (failed punches) MCs manager corrections. ========================================== #03 FLASH REPORT FRI 10/17/20xx By Name 5:52p ========================================== OFFICE 6 OFF CLOCK 0 ON CLOCK 30:44 Day Hours 183:29 Period Hours 1 FTPs 0 MCs To Print Punch Confirmation receipt APPLICATION NOTE Volunteers/visitors print to get school pass, employees print as reminder when to come back from break, or to keep track of day and period hours worked. Daycare prints to confirm child drop-off and pick-up. Adhesive backed rolls available in 7 colors to affix printed pass to badge or person. Press the alpha key after punching IN/OUT to print a confirmation of the punch, includes name, time and signature line. Illustration shows pass using colored label roll affixed to a badge. 19

20 To Print Reports Swipe Manager Access Card Press F2 Enter the code for desired report (most often used codes are printed on the Manager Card). Sample Time Card A single Time Card is printed for each employee. If cleared weekly, a card has 7 days, bi-weekly 14 days, etc. In the example, the total does not include hours for <FP> days until manager corrections (code 8) are made, sum total updates immediately and a new report should be taken. The total hours for each day of the week (MON-SUN) is printed at the bottom of each time card. This is useful on weekly pay periods, but not on greater periods. The total day printing can be removed. Swipe the Access Card to display the manager access functions. Press F4 and enter 14 as the passcode to remove the daily totals or 7 to restore them Who s At Work Now Who s IN 4 report shown: upper case shows employee is currently punched IN and lower case employee is on paid break. #04 WHO'S IN LIST MON 10/28/2013 7:11p ========================================== WHSE IN SMITH MARIAN IN JONES LUIS in KING ANA in FERNSTRON SHOMAR in SAGREDO LUIS

21 Site Setup and Auto Functions Code 10 lists the AR default values for options B,O, E, D, N, X the auto events set times and other defaults specific for your machine. APPLICATION NOTE The AR can be set to perform up to 25 functions automatically from a time schedule that is set with Code 79 (Code 80 prints available options). Code 10 prints the AUTO EVENTS time table. All events can be performed manually, but some might be better done on a date or time that management is not available, like turn the internal modem ON/OFF for PC communications To Set Auto Event Functions Individual functions can be set for every day or any day during a 7-day rolling period. If you have a 2-week period, take 2 weekly reports or let the punch file roll and manually clear the period.. Select 8 for a monthly period and 9 for bi-monthly. 21

22 Swipe Manager Access Card Press F2 Enter code 79 Prompt shows event 1 data. Using one of the purple key select NEXT to go the next sequential event, DEL to remove the event, EDIT to change the event, or PREV to go back the previous event. If you want to save & exit press F1If you want to change (edit), press the purple key below EDIT. The next prompt will allow the day of week 0-6, or every day 7, or monthly 8 or on the 16 th day. Press the number associated with the day that you want. In the example 3 was entered and the next prompt shows SUN and allows the next step which is to enter the time on WED you want the event to happen in the format hh:mm. APPLICATION NOTE Several functions can be set to happen at the same time. They will be performed in the order listed 18 CURRENT STAFFING REPORT in 1 hour increments. 19 SAVED STAFFING (past period) Swipe Manager Access Card Press F2 Enter the code 18 or 19 22

23 To Avoid HOURS Creep Adherence to a work schedule is something that the AR can provide in real time, which is impossible with paper time cards or manual work sheets. Employers with employees that work variable shifts prepare period work schedules so that workers know when to start and end their shifts. It is common for workers to trade shifts, but the employers real concern is that the shift is covered with the proper hours. To avoid hours creep prepare a chart graph of the total, period schedule work hours by department, i.e. in a restaurant server scheduled hours. Post the schedule; say outside the manager s office. Then each day take a code 3 and place actual hours worked on the chart to compare the trend of scheduled hours vs real-time actual hours. 23

24 Battery operated 610AR Model The portable AR (model 610) has the same features described in this instruction. When connected to AC power it will continuously operate and charge the battery. If AC power is removed it will still be fully functional. To conserve battery power the unit can be placed in an Off' mode if AC power is not available for an extended period. In the event of AC power failure, the 610 will go into Sleep mode after a few minutes. In Sleep mode it will show a dimmed screen. If in Sleep mode for more than 5 minutes the screen will go blank, and then power OFF. When in Sleep mode, it can resume to its fully active state instantaneously, but once it powers off, it needs about 7 to 10 seconds to boot (the default screen, etc.) to be usable again. To manually turn the clock ON, hold down the Green button until it powers on (the percent of available battery use will be displayed). Alternately to manually turn the clock OFF hold down the Red button until it powers OFF. Battery life while powered is approximately 4 hours but will vary based on continual usage. The battery should last 1 to 7 days depending on use. The internal battery in OFF mode may possibly last three or four months. Again this could also vary. It takes about 4 hours to recharge a depleted battery. 24

25 Polling of saved reports When a period ends the hours worked are saved using Code 75. The saved data can be retrieved using CSTI s AR Flash Drive Polling program. #95 SEND SAVED ALL TIME CARDS Transmits employee Time Cards from past period ========================================== 09/25/201x By Pay# 2:46p CARD SYSTEM TECH UNION NJ ******** THIS REPORT BASED ON ******** ******* DATA SAVED 09/23/201x ******* --- ERICKSON ED E MON 09/16 IN 8:39 <FP> : : MON 09/16 IN 12:33 OUT 15:53 3:20 MON 09/16 IN 16:09 OUT 17:46 1:37 TUE 09/17 IN 8:29 OUT 12:06 3:37 TUE 09/17 IN 12:37 OUT 15:53 3:16 TUE 09/17 IN 16:09 OUT 18:11 2:02 WED 09/18 IN 8:32 OUT 12:11 3:39 WED 09/18 IN 12:44 OUT 18:04 5:20 THU 09/19 IN 12:05 OUT 12:05 0:00 THU 09/19 IN 12:32 OUT 18:40 6:08 FRI 09/20 IN 12:37 OUT 15:55 3:18 FRI 09/20 IN 16:09 OUT 17:59 1:50 Total 34:07 #90 SEND SAVED PC FILE Transmits employees file from past period ========================================== BEGIN,#90,25/09/201x Dates: --/-- 9/16 9/17 9/18 9/19 9/20 --/- - ========================================== --:--,POWELL GARY,3S,99E,00571, [ 00:00, 00:00, 00:00, 00:00, 00:00, 00:00, 00:00] --:--,ADEBIYI ED,3S,99E,01944, [ 00:00,+04:57, 08:55, 08:59, 06:08, 05:08, 00:00] 25

26 Most Common Report Codes 3 PRINT FLASH REPORT Number Employees OFF clock, ON clock, total of Day Hrs, Period Hrs, and FP (failed punches) 4 PRINT WHO'S IN LIST Prints all employees currently clocked IN 5 PRINT ALL TIME CARDS Prints all active employee Time Cards. Employees that have not clocked IN/OUT during the period 6 PRINT INDIVIDUAL TIME CARD Prints individual time card 7 PRINT DAY HOURS REPORT Prints hours worked each day without the punches 9 PRINT DEPT HOURS REPORT Prints total hours worked in each department 10 PRINT SITE INFO Prints default values and list of auto functions 15 PRINT EMPLOYEE INFORMATION Print employee database 16 PRINT DEPT TIME CARD Prints time cards for selected department 17 PRINT PAID BREAK REPORT Prints paid breaks of employees with the U options 18 CURRENT STAFFING REPORT in 1 hour increments 80 PRINT PUNCH OPT LIST Prints list of employee punching options 82 PRINT FUNCTION CODE LIST Prints list of all function codes 26

27 All Function Codes Operation of the AR is ordered by function codes. These can be implemented using the 4 screen addressable function keys or by entering the individual code number. Most can be set to automatically function at any time, any day, or every day by including them in the auto function list (code 79). CODES THAT CAN BE ADDED TO THE AUTO-FUNCTION LIST 3 PRINT FLASH REPORT Displays number Employees OFF clock, ON clock, total of Day Hrs, Period Hrs, and FP (failed punches) 4 PRINT WHO'S IN LIST Prints all employees currently clocked IN 5 PRINT ALL TIME CARDS Prints all active employee Time Cards. Employees that have not clocked IN/OUT during the period 7 PRINT DAY HOURS REPORT Prints hours worked each day without punches 9 PRINT DEPT HOURS REPORT Prints total hours worked in each department. 10 PRINT SITE INFORMATION REPORT Prints option values and list of auto functions 11 PRINT LOG Prints an activity transaction log of all events. Loop of the last 250 events 12 SORT by NAME Sorts Time Cards by employee name. New hire are in alphabetical order 13 SORT by DEPT Sorts by employee department, If name sort followed by department sort reports will be in dept./alphabetical order 14 SORT by PUNCH ID Sorts by punch ID (payroll no.) 15 PRINT EMPLOYEE INFORMATION Print employee database 17 PRINT PAID BREAK REPORT Prints paid breaks of employees with the U options 18 PRINT CURRENT STAFFING REPORT in 1 hour increments 19 PRINT SAVED STAFFING REPORT in 1 hour increments 20 ENABLE X OPTION Employees with option X work past midnight 21 DISABLE X OPTION Employees with option X work past midnight 22 PRINT X OPTION STATE Prints chit to notify users status of X option ON/OFF 24 DAY CLOSE Applies N and D options for the current day 25 PERIOD CLOSE Clears time cards for next period of punches 26 START UNPAID BREAK (OPTION B) Employees with a B option will be punched OUT for an unpaid break (e.g. meal). Pre-break default 15 min (set by code 85) 27

28 27 END UNPAID BREAK (OPTION B) Employees with a B option will be punched IN after an unpaid break 29 AUTO CLOCKOUT (OPTION O)Employees with the O option will be punched OUT and must punch back in to continue working 30 PRINT LOG DATA ON Allows printer to print every transaction 31 PRINT LOG DATA OFF Transactions are not printed 33 MODEM ON Turns internal telephone modem ON, allowing AR to answer phone calls Turned ON causes telephone icon to display at lower left of display. 34 MODEM OFF Turns internal telephone modem OFF, AR will not answer phone calls 35 KBD PUNCH ON Allows employees to use the keypad to enter their ID 36 CARD PUNCH ON Allows employees to use a magnetic card to enter their ID Card icon shows on bottom right of the display when turned ON 37 KBD PUNCH OFF Locks keypad 38 CARD PUNCH OFF Prevents magnetic card swiping 75 SAVE PERIOD DATA Saves current Time Cards --CODES THAT CANNOT BE ON THE AUTO FUNCTION LIST-- 1 ADD/EDIT EMPLOYEE Add new employees to the database or edit current employees 2 DELETE / CHG PUNCH ID Delete terminated employee or give new punch ID. Deleted employees remain in the database until code 25 clears Time Cards 6 INDIVIDUAL TIME CARD Prints individual time card 8 MANAGER CORRECTION Allow supervisor to correct <FP> failed punch errors by adding total time worked for individual employee for any day 16 PRINT DEPT TIME CARDS Prints time cards for selected dept 39 DAYLIGHT SAVING ON/OFF Automatically corrects daylight saving time at 2 PM twice a year, default is ON 78 SET/EDIT HEADER TEXT Places 3-line header on all reports 79 SET AUTO FUNCTIONS List all functions that are to automatically performed at any time, any day, or every day 80 PRINT PUNCH OPT LIST Prints list of employee punching options 81 PRINT PAY OPT LIST Prints list of employee pay options for Payroll Processor 82 PRINT FUNCTION CODE LIST Prints list of all function codes 84 SET/EDIT OPTION E PRE-START Sets site pre-starting time before 28

29 individual employee start time is implemented 85 SET/EDIT OPTION B PRE-BREAK Sets site time that employees must be on the clock before automatic unpaid break punch IN, default 15 min 86 SET/EDIT OPTION O PRE-OUT Sets site time that employees must be on the clock before automatic punch OUT 87 SET/EDIT OPTION D OVER & DEDUCT Sets site deductions that applies daily to employees with the D option FUNCTIONS USED WITH UTILITY Flash Drive using TELEPHONE COMMUNICATIONS KIT #88 SAVED STAFFING REPORT PF in hourly increments #89 SAVED STAFFING REPORT CF in hourly increments #90 SEND SAVED PC FILE Transmits employee file from past period #91 SEND CURRENT DATA Transmits employee file from current period #92 SEND HEADER LINE 1 Replace report header line 1 #93 SEND HEADER LINE 2 Replace report header line 2 #94 SEND HEADER LINE 3 Replace report header line 3 #95 SEND SAVED ALL TIME CARDS Transmits employee Time Cards from past period #97 SEND AUTOFUNCTIONS Sets auto function list #98 REMOTE HIRE TIME CARDS Transmits employee file to AR #99 SET TIME & DATE Sets AR date and time to that of the calling PC 29

30 REPORTS 30

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33 Sample 1 AR 2-Week Close Procedures (no auto functions set) If auto-functions are not set, the AR continues to accumulate day hours until the punch file is cleared. Manually end and start a new 2-week period by printing the desired reports, saving all punches, then entering the period close code to clear punches for the next 2-week period. If the necessary punch corrections cannot be made before the time cards are saved, corrections can be made to the saved punches. The day ends automatically at 23:45 (11:45 PM). Swipe the manager card, press F2 to enable FUNCTION NUM ENTRY of codes After everyone punches out 1) Enter code 4 PRINT WHO'S IN LIST. Clock out anyone on the clock and adjust the day hours using code 8 MANAGER CORRECTION 2) Enter code 3 Prints employees OFF clock, ON clock, total of Day Hrs, Period Hrs, MC (manager corrections), and FP (failed punches) ========================================== #3 FLASH REPORT FRI 10/17/20xx By Name 5:52p ========================================== Location Header 6 OFF CLOCK 0 ON CLOCK 30:44 Day Hours 183:29 Period Hours 1 FTPs 0 MCs 3) Enter code 5 PRINT ALL TIME CARDS check for any <FP> failed punches and use code 8 MANAGER CORRECTION to give correct hours for the day. If you change the day hours, reprint all Time Cards for permanent record. 4) Enter code 75 SAVE PERIOD DATA (for later viewing/printing and/or access by our PC software) 5) Enter code 25 PERIOD CLOSE (CLEAR TIME CARDS) NOTE: Saved Time Cards from the previous 2-week period are available. Swipe Manager Access card, press F3 to print saved Time Cards, F4 to adjust. 33

34 Sample 2 AR Period Close Procedures (Auto functions set) End a weekly, bi-monthly, or monthly a pay period by printing any desired reports, Saving all punches, entering the period close code to clear punches for the next pay period, and printing of the Time Cards are all done automatically at the end of the period. Take a code 10 report to see when these events occur. If the necessary punch corrections cannot be made before the time cards are saved, corrections can be made to the saved punches. The day ends automatically at 23:45 (11:45 PM). Anyone on the clock at this time will be automatically clocked out and given a failed punch <FP>. Checking Punch Status during the period and correcting failed punches Swipe the manager card, press F2 to enable FUNCTION NUM ENTRY of codes After everyone punches out Enter code 4 PRINT WHO'S IN LIST. Clock out anyone on the clock and adjust the day hours using code 8 MANAGER CORRECTION Enter code 3 Prints employees OFF clock, ON clock, total of Day Hrs, Period Hrs, MC (manager corrections), and FTP (failed punches) Enter code 5 PRINT ALL TIME CARDS check for any <FP> failed ==================================== #3 FLASH REPORT FRI 10/17/20xx By Name 5:52p ==================================== 6 OFF CLOCK 0 ON CLOCK 30:44 Day Hours 183:29 Period Hours 1 FTPs 0 MCs punches and use code 8 MANAGER CORRECTION to give correct hours for the day. If you change the day hours, reprint all Time Cards for permanent record. 34

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