MYOB Exo PC Clock. User Guide

Transcription

1 MYOB Exo PC Clock User Guide

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3 Table of Contents Introduction to MYOB Exo PC Clock... 1 Installation & Setup... 2 Server-based... 2 Standalone... 3 Using Exo PC Clock... 4 Clocking Times... 5 Updating Data Files... 6 Standalone Head Office - Export Files... 7 Exo PC Clock Registration... 9 Supervisor Menu... 9 Setup Assign Function Keys Reports Clocking History/Manual Entry Post Times to Exo Time and Attendance Import/Update Data Files About Screen i

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5 Introduction to MYOB Exo PC Clock MYOB Exo PC Clock is a PC-based version of our timeclock, designed for use with the MYOB Exo Time and Attendance system. Usually Exo Time and Attendance gets its data from wall-mounted clocks or from datapens, but Exo PC Clock allows the gathering of attendance and/or job costing information without the need to purchase extra hardware. It has many of the same functions as our physical timeclocks, although there are some advantages available to it as it has the ability to link into information from MYOB Exo Payroll and MYOB Exo Time and Attendance, either directly or over a network. There are two versions of this software: a "Server-based" or direct-connect version; and a "Standalone" version. The features of each are as follows: Server-based This connects over a network to a central location where the MYOB system is installed. It has the advantage of being able to directly access Exo Payroll and Exo Time and Attendance information, or even that from other Exo PC Clocks installed on the same network. It updates costing and employee information automatically, however it requires a constant connection to the Exo Payroll data (for example over a network). If a network is available, this version is recommended. Standalone The standalone version requires manual updating, however the clocks do not have to have any connection to the data at all. If the computers are not able to be linked, this version is required - it will simply send an update file to the clock from Exo Payroll, which is imported into the Clock, and then when times are to be brought back in, it sends a file back again. These files can be copied or even ed if necessary, meaning that clocks for the same company could be on opposite sides of the city, or even in a completely different city. 1

6 Installation & Setup MYOB EXO PC Clock Install instructions are supplied with PC Clock, so this topic only covers the setup after the program has actually been installed on the computer. (This help file is not available until then). NOTE: The initial setup differs depending on if you have installed the Server-based or the Standalone version of PC Clock (see page 1). Server-based When the system is run for the first time, it will prompt you to Register the program with MYOB. You will need to contact MYOB to get your registration code. Next, there will be a message warning you that no datapath has been set up. Click OK to set the datapath for the clock Path The datapath is how the clock knows where to find the Payroll and Time and Attendance information for automatic updates. You will need to enter the path, or use the... button to select the path. Note that when selecting the data path, you will need to select the company directory from within the program directory. This is so that PC Clock knows which payroll and therefore which set of employees it is working with. This will usually be an abbreviation of your company name. If you are unsure of how to find this, please contact Support. PC Clock Number This number is needed as soon as the Clock is used. Try to keep clock numbers unique between clocks so that there is no confusion with the data. Once this information is correct, click Save and the main PC Clock screen appears. As this is the first time it is being run, the setup information needs to be assigned. Do this by going to the Menu (top left corner), then choosing Supervisor Functions (see page 9). 2

7 MYOB EXO PC Clock User Guide Standalone The first thing it will ask when run is about registration. You will need to contact MYOB to get your registration code. The next message will inform you that the "datafiles" will need to be imported. This is done from the "Head Office" - see the Standalone Head Office (see page 7) topic for more information. The import screen will now appear: The first thing that you need to do (assuming that the file from the Head Office has been exported already) is to enter or find the file that contains your company data. This is usually called by the name and number assigned to this clock at the Head Office, then.pcz (eg. CLOCK1.PCZ). Find this file, then click Import and once the files are be updated it will appear with a message saying "Data files have been updated". It will now bring you to the main PC Clock screen. As this is the first time it is being run, the setup information needs to be assigned. Do this by going to the Menu (top left corner), then choosing Supervisor Functions (see page 9). 3

8 Using Exo PC Clock MYOB EXO PC Clock The main screen of Exo PC Clock is much like that of a normal timeclock - it shows the current time and date, and allows employees to clock in or out. It also has access (with a password) to the supervisor menu. NOTE: Before employees can start clocking, the clock must be set up from the Supervisor menu (see page 10). Title bar - date The title of this screen shows the current date (D-M-Y). Like the time, this is taken from the computer's current system date. Menu Brings up the following menu (can also be quickly accessed by pressing Alt+M): Supervisor Functions will bring up the Supervisor Menu (see page 9). About brings up the About Screen (see page 21). Force Update of Datafiles will cause the system to trigger a download of the Payroll and Time and Attendance information, updating PC Clock with any changes made to these. (This will only appear in the Server-based version). For more information, see "Updating Data files" below. Exit will quit PC Clock (requires the supervisor password). PC Clock Number The number assigned to this PC Clock. This is set in the Setup (see page 10) screen and should be unique for all Clocks. 4

9 MYOB EXO PC Clock User Guide Time Display This shows the time in 24-hour format. This is what will be recorded against a clocking when the Save button is pressed, and it is taken from the current system time of the computer it is running on. (If the time is incorrect, then you will need to change the time through the Windows operating system). Employee Code See below. Cost Centre See below. Save : F10 Saves the current clocking transaction (only available after the employee has been selected). Cancel Cancels the current clocking transaction (only available after the employee has been selected). Exit : Esc Quit from PC Clock. If there is a supervisor password in use, this must be entered to exit PC Clock, allowing you to ensure it does not get closed accidentally. Clocking Times The first step when clocking is to enter the employee code. This is the same code as is used in MYOB Exo Payroll, so any of the Exo Payroll employee reports will be able to give a list of which numbers each employee is to use. Note that they also have to have at least one valid card number in the MYOB Exo Time and Attendance system (see the Exo Time and Attendance help file or manual for instructions on setting this up). The Exo Time and Attendance "card prefix" is determined by the Company whose data is being used for this clock (see the Setup (see page 10) topic). Pressing enter from that field will display the employee's name and department and move onto the Cost Centre fields. Depending on how the Clock is set up, there will be one of two forms of cost centre entry available - by whole cost centres or by cost centre structure levels. Whole Cost Centres This means that the whole cost centre is entered as a single number. This cost centre can be typed directly, or it can be picked from a list of available centres by pressing the F9 key. It validates the cost centre against those set up in Exo Time and Attendance, only accepting valid inputs or a zero cost centre (used to represent a "null" costing - such as breaks or when an employee leaves for the day). Macros can be set up for different cost centres, so that frequently used numbers can be entered simply by pressing one of the function keys on the keyboard (F1 to F12). See the Setup topic for instructions on implementing this. 5

10 Cost Centre Structure Levels MYOB EXO PC Clock This is another way that the Exo Time and Attendance system tracks costing - it splits the cost centre up into as many as four different levels, each a part of the whole cost centre. These numbers can also be typed directly, searched on (F9), or set up as macros. The difference with these macros though is that there can be a completely different set of keys for each structure level. Once this information has been entered, it can either be saved (using the Save button or by pressing F10 on the keyboard), or cancelled (Cancel button or ESC key). Updating Data Files When this message is displayed on screen, you will be unable to do anything else, as it is updating the Exo PC Clock files with what is in the Exo Time and Attendance system. It should usually only take a couple of seconds to complete, then it will return the clock to its normal state. This happens automatically every 30 minutes, but if a change has been made that you need more quickly than that (say a new employee starting that day or the first setting up of a new Clock), then go to the menu and choose Force Update of Datafiles, which will cause the system to update immediately. 6

11 MYOB EXO PC Clock User Guide Standalone Head Office - Export Files When running PC Clock Standalone, an application is also installed to the Payroll and Time and Attendance system, at what is referred to as the Payroll "Head Office". This appears under the Special menu, Special Applications. (See the Time & Attendance documentation if you are unsure where to find this). It appears as Export to remote PC Clock. This application is used to setup the names and numbers of each Clock, to assign which employees use the Clock, and to export this into a file that the Clocks can use to update their information. You should update the clocks whenever any of the following things happen: New staff member. Employee leaves. Employee's name is changed in the system. Cost Centres added, deleted or changed. An employee's department is changed. "Company card prefix" changes in Time and Attendance. This consists of one main screen: PC Clock Number The number assigned to the clock. This should be set the same as the one at the PC Clock end as it helps with identifying the Clock and also with identifying which export file belongs to that Clock. Name The name of the clock (Optional). This is if you wish to label the clock or the export file, as it is used in the name of the file sent to the remote PC Clock. 7

12 MYOB EXO PC Clock Path This is where the Export file will be sent. If there is a connection to where the clock is, or a common share, then send it to that. Otherwise make it a location where you will be able to find the file so it can be sent. Filename The name of the file created. This is automatically generated from the clock name and PC Clock number. (If there is no name entered, it will default to just saying "CLOCK" and then the number). Primary Payroll This is the Payroll company that the Clock will source it's information from. This is important, as it effects which employees the Clock can use, as well as determining the setup of the Clock and where the recorded information will end up. It also determines the Company card prefix used by the current Clock. Select a payroll by clicking on the... button. After selecting a payroll, the window will refreshes to show the employees belonging to the selected company. Click on the Save button to confirm your selection, then you can get on with the process of assigning employees to the PC Clock. Employees This section of the screen determines which employees will be available for the current PC Clock. Ensure first that it has the correct Payroll selected, as described above. Available - the employees who are in the payroll but are not currently selected for this clock. Whenever you hire a new employee, you will need to review this list. Selected - employees that have been selected. > >> << < - use these buttons to put one or all of the employees either to the left hand side, or the right hand side. Export Files The final step on this screen will create the export file. Click on this button to generate the file l containing the employees and job numbers to be used by the PC Clock.. Prev : F7 If there is more than one Clock set up here, it will move to the previous one. Next : F8 Move to the next Clock. Add: F4 Add a new clock. It will create it with blank information. Delete : F6 Deletes the current Clock from this data (does not affect the actual installs of any Clocks, however they will not be sent any new information). Save : F10 Saves any changes made. Cancel Cancels any changes made. Exit : Esc Quits from this screen. NOTE: These files will not automatically be imported to the clock - this must be done manually from the PC Clock end (see page 21), or when the Clock is first installed (see page 1). 8

13 MYOB EXO PC Clock User Guide Exo PC Clock Registration You will need to contact MYOB to be able to register Exo PC Clock. Exo PC Clock should only require registering once, but if it is reinstalled or a new clock is set up, then it will have to be registered. Contact MYOB for your registration code. NOTE: The registration window will appear on starting Exo PC Clock if it is unregistered. Supervisor Menu This is where the setup and "background" functions of Exo PC Clock are accessed. Select Supervisor Functions from the Exo PC Clock menu to access this menu. The supervisor password is required to access the menu. The default password is "MYOB" - for security reasons, this should be changed as soon as possible. Double-click on an item or highlight is and press Select. The following items are available: Setup (see page 10) Assign Function Keys (see page 11) Report - Clockings (see page 14) Report - Discrepancies (see page 15) Report - Barcode Printing (see page 16) Clocking History/Manual Entry (see page 18) Post Times to Time and Attendance (see page 19) Import/Update Data files (see page 21) (Standalone version only) Register (see page 9) (only visible if Exo PC Clock needs to be registered) Click Exit to return to the main Exo PC Clock screen. 9

14 Setup MYOB EXO PC Clock This is where setup information is entered - such as the posting and data paths, supervisor password, clock number, etc. Post to file This is the path and filename where the times will be sent when posted from the Clock. This is the file that stores the times which Time and Attendance will pick up and process. NOTE: Ensure that the Time File Name in the Exo Time and Attendance Timeclock Setup for this clock is set to the same file or else it will be unable to find your clocking information. Refer to the Exo Time and Attendance documentation for instructions on how to set or check this. Server Data Path (Server-based version only) This is the location of your Exo Payroll and Exo Time and Attendance company information. This only appears in the Server-based version of Exo PC Clock, as the Standalone version manually updates the files (see the Import/Update Data files (see page 21) topic for the Standalone version). The company this points to determines such things as which Company card prefix, employees and cost centres are used. Supervisor Password This is the password used for the Supervisor menu and exiting Exo PC Clock. This should only be given to those who are involved in processing the Time and Attendance and Payroll information, or are responsible for posting and/or maintaining times at the clock. If you forget or lose the password, please contact Support. PC Clock number This is mainly used to identify the different clocks and their posting archive files. Try and always use a different number for each copy of PC Clock that you run and if possible match them with the ones in Exo Time and Attendance, as this saves confusion. 10

15 MYOB EXO PC Clock User Guide Next Archive Number This is not an editable field, but it is to inform what the next times archive file will be. The times archive files are a backup of the posting, used only if there is a problem polling the times into Exo Time and Attendance, or if a times file is lost or accidentally overwritten. There are 9 archives, storing the last 9 postings made from the clock, and each ending in a dot then the PC clock number. It also displays the name of the next archive file. If you have any questions regarding retrieving these files, please contact Support. Allow posting from this clock This option sets whether or not this clock is able to post times to Exo Time and Attendance. Some companies prefer to only allow posting from one clock, which makes sense when in a networked (Server-based) environment as it only needs to be done once for all the clocks. If you are running Standalone clocks, then this is not available as they will always need to be able to post. Show Cost Centres as Select from: Cost Centre Code - This displays and accepts the costing as a single number corresponding to the whole cost centre used in Exo Payroll and Exo Time and Attendance. Structure Level - This breaks the cost centre down into pieces, or levels, each of which reflects a certain part of the whole cost centre. For example, you might have 3 levels of costing with lengths of 1, 2 and 4 respectively. So cost centre levels of 1, 02, 354 would make a whole cost centre of Validate Cost Centres This option sets whether it will check the combined result to see if it exists as a cost centre in Exo Payroll, or if it checks each of the levels individually and not the total (Exo Time and Attendance has the ability to automatically create any cost centres that don't exist). Save : F10 Saves the current setup details then exits. Exit : Esc Returns to the Supervisor Menu without saving. Assign Function Keys This is where function key "macros" or shortcuts are set. These allow you to enter otherwise complicated numbers with the press of a single button - especially useful if you have very long cost centre numbers. This screen is affected quite strongly by whether the Clock is set to work with whole Cost Centres or by Cost Centre Structure Levels, as determined on the Setup screen (see page 10). 11

16 Whole Cost Centres MYOB EXO PC Clock There are twelve functions keys available on the keyboard (F1 to F12), however F9 and F10 are usually used for Find and Save respectively, so we recommend that these are left with their original functions (though they can be changed by removing the tick from the Leave F9 as Find or Leave F10 as Save boxes). Whatever cost centre number is entered into the fields in this screen will be automatically inserted when that function key is pressed during a clocking. Cost Centre Structure Levels This differs from the whole cost centres version in that a single key will have a different meaning depending on which field the cursor is in when it is pressed. For example, with a setup like the one below, F1 will output a 1 if in the first field, a 1 in the second field, but 100 in the third and 111 in the forth. So, to get a whole cost centre of (otherwise quite difficult to remember), the employee would only have to press F1, F2, F7 then F4 - four numbers rather than eight. 12

17 MYOB EXO PC Clock User Guide What this means is that you can attach specific job / customer / area Names to a key, rather than having to teach your employees complex costing structures. To make use of F9 and F10 means disabling their Find and Save abilities, but this does give one or two extra keys to use. For consistency these are only ever on or off, not just on for certain levels and off for others. 13

18 Reports MYOB EXO PC Clock Clockings Report The clockings report is used to review times and clockings for all or selected employees before a posting is done. Order by: This determines the order that the report is printed out. This can be useful for analysing or organising the data. The available orders are: Employee Code, Date and Time, Cost Centre. Ranges Employee Code range Putting values in these fields allows you to print for specific employees, or a range of employee codes. Examples would be from 3 to 7, or all employees who have a code greater than 10. Entering the same code in both fields will display clockings for just the one employee. A second way of selecting employees is to use the... button - this brings up a "moverlist" screen, where any employees can be selected, regardless of whether their codes are continuous or not. Entering an invalid code in either the From or To fields and pressing enter will bring up a list of all employees. Double-click to select the desired employee code. Date range These fields are used if you wish to use only a certain range of dates. Like the employee code fields, leave them blank for all. Pressing the (downarrow) button will bring up a mini calendar to pick the date. Output: The available options are Screen (a preview to screen) or Printer. Note: if this field is greyed out i.e. you are unable to the print directly to your printer, you will need to register PC Clock - please contact MYOB. Print : F9 Prints the report (either to the printer or screen, depending on the Output setting). Exit : Esc Returns to the Supervisor Menu (see page 9) or to the Posting (see page 19) screen, depending on where it was called from. 14

19 MYOB EXO PC Clock User Guide Discrepancies Report This report is used to display any unusual happenings that occur, and to track what has been done with the clock. PC Clock has several behind-the-scenes security and tamper-proofing features, which are usually not seen except in this report. It is worth checking this fairly frequently, especially if there are unusual or suspect clockings. The report screen itself is very similar to the Clockings Report (see page 14), however it has a few less features available (such as no "Order by" options) as they are not needed for this report. The report itself records the following discrepancies (in approximate order of severity): TIME CHANGED PC Clock has internal checks to determine if the system time is changed while the program is running. If the time gets changed without any sensible reason (such as the computer had the wrong time), it can suggest that employees are tampering with the system and trying to enter clockings for times other than the real time. CREATE CHECK The time checking file had to be recreated. This can sometimes also mean that the time has been tampered with, but as the system has had it's check file deleted it is unable to tell, though it has automatically recreated the check file. CREATE LOG The discrepancy log file (which this report shows) had to be recreated. If this ever happens other than when the system is first installed, then there has been a problem, however the record of this has been lost. CREATE DATA The data table had to be recreated. The data table is what stores all of the current clockings, so if it is deleted, all the times stored since the last posting will have been lost. If that happens, it may be worthwhile checking the computer or the network for unexpected copies of PCCLOCK.DBF files - especially if it is accompanied by a "DATAPATH" entry. CREATE SETUP The setup table had to be recreated. If this ever appears, then it will mean you will have to check the setup screen to ensure that settings and the paths are all correct. 15

20 DATAPATH MYOB EXO PC Clock A datapath for that clock was established for the first time. This is probably fine, however it is recorded as this would not normally happen except for after the first installation of the software. MANUAL ALTER Data was altered manually in the supervisor screen. This is a harmless situation if the supervisor password is unknown to employees, however ensure that there is a reason for any time when this is done (if it is just an incorrect cost centre or such that is okay. Look mainly for changes to the time or the date). MANUAL ENTRY Data was added manually in the supervisor screen. Again, this should be fine, but do check why this was done and by who. DATA POSTED Data was posted to Time and Attendance. This is just so that you can check when postings were done. Barcode Printing Some companies operate Exo PC Clock with the addition of a handheld barcode scanner for Cost Centres and employee codes. The scanner interfaces directly with the computer and acts very similar to Exo PC Clock's macro function (see the Assign Function Keys (see page 11) topic for more information about macros). The barcode scanner is a more convenient way of using Exo PC Clock, because the data is input by the scanner rather than by hand. This reporting screen allows you to print out labeled barcodes for employees, departments, cost centres, and cost centre structure levels. Sample of cost centres printout: There are three options for printing bar codes on the Supervisor menu: Report - Old Barcode Printing uses a simple interface with fewer options; Report - Cost Centre Barcode Printing and Report - Employee Barcode Printing use a different, more complex interface. 16

21 MYOB EXO PC Clock User Guide Old Barcode Printing This report screen functions are similar to the other reports (see the Clockings Report (see page 14) if you are unfamiliar with the report screen), however this is a slightly more complex screen. The first step is to choose whether you wish to use Cost Centre or Employee information (Departments are included with the employee information), then to select if you want to use Whole Cost Centres or Analysis Levels (for the cost centres), or Employees or Departments (for the employees data). Analysis Levels will also require you to select which of the 4 levels to print for. The only other special thing to note here is the Label Layout selector. Although either can print to standard paper without any problems, they can also be used to print to one of two formats, so that they will line up with a sheet of those barcode labels. 17

22 Cost Centre/Employee Barcode Printing MYOB EXO PC Clock This report screen functions largely the same as the Old Barcode interface, but it has more options for filtering and sorting Cost Centres/employees. The Report Options buttons opens a window containing options that affect the layout of the printed barcodes. This includes the Label Layout option (see above). Clocking History/Manual Entry Previous clockings can be reviewed right up until posting either in the report or from this screen. Here it is also possible to edit past clockings - for example if an employee entered the wrong cost centre, or accidentally saved a clocking with another person's employee code. NOTE: This function is only available to people who know the supervisor password - this password should be looked after very carefully. Note that any changes made in this screen are logged to the Discrepancy Log (see page 15) (so that any unusual changes can be tracked). 18

23 MYOB EXO PC Clock User Guide This clock only / All PC clocks This option determines if the clockings viewed are just the ones logged at this clock, or are the clockings across all PC clocks. (Only useful if using the Server-based edition with more than one clock sharing the same data). Employee Employee's code and name. This is taken from the Payroll information. Date The date of the current clocking (D-M-Y format). Time Time of the current clocking (24-hour format). Cost Centre This will display differently depending on whether the Clock is set to record whole cost centres or by cost centre structure levels. If it is by whole cost centres, then there will be one field, if it is by structure levels, then there will be several fields. When using structure levels, it will display the name of that part to the right (if it has one in Time and Attendance) - likewise with the whole cost centres. From Clock Number: Specifies at which clock it was entered. Prev : F7 / Next : F8 Skips to the previous or next clocking. Find : F9 This will bring up a list of all clockings, ordered by the staff code and showing the employee name, the date and the time it was entered. Add : F4 This will add a new clocking, but wouldn't normally be used as this can be done from the main PC Clock screen. The only difference here is that the Date and Time can be specified, instead of being whatever it is at the time of entry. Edit : F5 (Save : F10) Begins editing the current clocking. The employee code, date, time and cost centre can be changed. This becomes the save button when in edit mode. Cancel Cancels whatever is currently being added or edited. Exit : Esc Exits back to the Supervisor Menu. 19

24 Post Times to Exo Time and Attendance MYOB EXO PC Clock Once the times have been reviewed you are then able to post them to MYOB Exo Time and Attendance. You can post once a day or once a week, depending on how often your supervisors review the clockings. The Post to field is the filename that the times will be sent to. If this is incorrect, then go to the Setup (see page 10) screen to change it. NOTE: Ensure that the file that Exo Time and Attendance is set to pick up when polling this clock is the same file as you see here (unless it is manually transported - via disk or for example). From the Exo Time and Attendance Utilities menu, choose TimeClock Setup, press F9 for a list of clocks, and select your PC Clock number. The Time File Name should match that of the Post To field. The other information is mostly only for if you wish to track the archive files, which normally you would not, unless a times file had been deleted or lost. If you need help with a deleted or lost file, we recommend that you talk to Support. Print : F9 You can print a Clockings Report (see page 14) to review the times if you want. This is good practice, as you will still have a hard copy of the clockings should anything go wrong with the polling of the data into Time and Attendance. Post This creates the file, and will put all current clockings into it, removing them from the Exo PC Clock system. Exit : Esc Returns to the Supervisor Menu. 20

25 MYOB EXO PC Clock User Guide Import/Update Data Files This is only applicable to the Standalone version of PC Clock, as the Server-based version does this automatically. PC Clocks requires a file sent from Time and Attendance that contains staff, cost centre and other information. This should be done frequently as any changes made to the information in Time and Attendance and Payroll are only reflected at the Clock once this is done. Examples of Payroll changes that would require an update: New staff member. Employee leaves. Employee's name is changed in the system. Cost Centres added, deleted or changed. An employee's department is changed. "Company card prefix" changes in Time and Attendance. NOTE: Before this process can be performed, the file has to have been created and exported from Time and Attendance. See the topic on the Head Office Exporter (see page 7) application. To import, it is simply a case of checking that the file is valid (it can be changed if necessary), then clicking Import. If the filename does need to change, this can be done manually or by clicking the... button. If any of the cost centres have been changed, and you use the Function Key Values, it is recommended that you review the Assign Function Keys (see page 11) screen. 21

26 About Screen MYOB EXO PC Clock This screen displays the version number of Exo PC Clock and contact details for MYOB. If you have any questions regarding this screen, contact Support using the details displayed on this screen. NOTE: The screenshot above is provided for illustrative purposes only - to verify that the version number you see on the About screen is the current version, see the most recent Release Notes document. 22

27 A About EXO PC Clock 22 Assign Function Keys 11 C Clocking History/Manual Entry 18 I Import/Update Data files 21 Installation 2 Introduction 1 P Post Times to EXO Time and Attendance 20 R registering Exo PC Clock 9 Report - Barcode Printing 16 Report - Clockings 14 Report - Discrepancies 15 S Setup 10 Standalone - Head Office 7 U Using PC Clock 4 23