Lathem PC60 - Manuals

P A Y C L O C K U S E R ’ S G U I D E 1 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 oper...

P A Y C L O C K U S E R ’ S G U I D E 2 Features and Specifications  Simple proximity badge system to clock in and out.  Instant identification eliminates buddy punching (PC60 with Wall Mount Finger Sensor or Remote Finger Sensor).  Capable of playing audio and displaying text messages.  Connect...

P A Y C L O C K U S E R ’ S G U I D E 3 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  Fingerprint Sensor attachment  Annual Support Agreeme...

P A Y C L O C K U S E R ’ S G U I D E 4 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 th...

P A Y C L O C K U S E R ’ S G U I D E 5 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 1-800-241-4990. PayClock Proximity Terminal - PC60 Recommended Installation Tools (PayClock Proximity Termina...

P A Y C L O C K U S E R ’ S G U I D E 6 System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer. Do not install the software if your system does not meet these minimum requirements! Requirements:  Processor: 1...

P A Y C L O C K U S E R ’ S G U I D E 7 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 8! Standard...

P A Y C L O C K U S E R ’ S G U I D E 8 Windows 8  Click the message “Tap to choose what happens on the disk.”.  Select Run Setup.exe. Note: Click Yes at the User Account Control confirmation window.  Follow the Setup Steps  It may take the install a few minutes to start, please be patient.  Fr...

P A Y C L O C K U S E R ’ S G U I D E 9 Install the USB Terminal Manager Software The USB Terminal Manager install loads the client application and drivers for the selected USB terminal. Follow these instructions for this scenario:  Run the USB Terminal Manager Setup Program  Only run the USB Term...

P A Y C L O C K U S E R ’ S G U I D E 10  Follow the Setup Steps  It may take the install a few minutes to start, please be patient.  From the USB Terminal Manager installation window click on Next.  At the Choose Terminal selection window, select the USB terminal that will be connected to the c...

P A Y C L O C K U S E R ’ S G U I D E 11  The computer will automatically begin installation of the required software drivers. Follow these instructions to successfully complete the installation of the software drivers.  Windows XP - Install the USB Drivers These two software drivers must be insta...

P A Y C L O C K U S E R ’ S G U I D E 12  Select “ Install the software automatically (Recommended) ” and click “ Next > ”.  When the driver is located, this message will display. Click “ Continue Anyway ”.  Click Finish to complete the process of loading the first driver.  Another “ Found Ne...

P A Y C L O C K U S E R ’ S G U I D E 13  Select “ Install the software automatically (Recommended) ” and click “ Next > ”.  When the driver is located, this message will display. Click “ Continue Anyway ”.  Click Finish to complete the process of loading the second driver.  Following the com...

P A Y C L O C K U S E R ’ S G U I D E 14  Complete the Installation  The Installation Complete window will display after the drivers are loaded, click Finished to complete the installation and reboot the computer if prompted.  The USB Terminal Manager icon will display in the notification Area wi...

P A Y C L O C K U S E R ’ S G U I D E 15 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 th...

P A Y C L O C K U S E R ’ S G U I D E 17  At the Choose Terminal selection window, select the USB terminal that will be connected to the computer and then click Next to move forward.  At the Ready to Install screen, click Next .  Device Driver Installation - Windows XP  This window will display ...

P A Y C L O C K U S E R ’ S G U I D E 18  After successfully connecting the PayClock USB terminal to your computer the message, “ Found New Hardware ” will show in the Notification Area with the USB icon .  The “ Found New Hardware Wizard ” will display. Select “ No, not this time ” and click “ Ne...

P A Y C L O C K U S E R ’ S G U I D E 20 Mount the USB Terminal Select a site to place the USB terminal that will be convenient to employees clocking in and out. If you wish to increase the distance between the USB terminal and the computer’s USB port, you may utilize the following USB cable extende...

P A Y C L O C K U S E R ’ S G U I D E 21 Step 2: After selecting the appropriate installation site, use masking tape to hold the included Mounting Template onto the wall. Drill holes using the template as a guide. Note: the bottom of the terminal should be about 45 inches from the floor. Remove the ...

P A Y C L O C K U S E R ’ S G U I D E 23 Using the USB Terminals Using the PC60 To punch, move the badge towards and below the illuminated oval target area on the front of the PC60. When the badge is in close proximity to the PC60, a confirmation beep will sound, a text message will appear, a custom...

P A Y C L O C K U S E R ’ S G U I D E 24 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 qui...

P A Y C L O C K U S E R ’ S G U I D E 25  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 ti...

P A Y C L O C K U S E R ’ S G U I D E 26 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 PayClock Icon located on your desktop. Log ...

P A Y C L O C K U S E R ’ S G U I D E 27 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 bu...

P A Y C L O C K U S E R ’ S G U I D E 28 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,...

P A Y C L O C K U S E R ’ S G U I D E 29 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 da...

P A Y C L O C K U S E R ’ S G U I D E 30 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 Standar...

P A Y C L O C K U S E R ’ S G U I D E 31  To set up weekly overtime, select the pay code and set the limit. Click the Help button is 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 Advance...

P A Y C L O C K U S E R ’ S G U I D E 32 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 inform...

P A Y C L O C K U S E R ’ S G U I D E 33 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...

P A Y C L O C K U S E R ’ S G U I D E 34 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, Schedule...

P A Y C L O C K U S E R ’ S G U I D E 35 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, ...

P A Y C L O C K U S E R ’ S G U I D E 37 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...

P A Y C L O C K U S E R ’ S G U I D E 38 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 ...

P A Y C L O C K U S E R ’ S G U I D E 39 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 yo...

P A Y C L O C K U S E R ’ S G U I D E 40 employees, select which Pay Class to edit the data for, select the time period for the edits, export payroll data and clock the pay period. The Employee List and Toolbar The Employee List displays employees along with their summary data such as wages, regular...

P A Y C L O C K U S E R ’ S G U I D E 41  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 ...

P A Y C L O C K U S E R ’ S G U I D E 42 employee and the pay period navigation buttons to the select the pay period. 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 e...

P A Y C L O C K U S E R ’ S G U I D E 44 Note: The Date, In, Out, In and Out columns are fixed and can’t be moved. The Date, In, Out, In, Out and Regular columns can’t be disabled. Timecard Timeline The Timecard Timeline is a snap-shot view of the shifts and punches for the selected date. The Timeca...

P A Y C L O C K U S E R ’ S G U I D E 45 The Timecard Timeline can be expanded or collapsed by clicking on the expanding/collapsing bar. The bar is located between the timecard table and timeline. It is identified in the red circle below. Maintaining Employee Timecards The Timecards tab is used to m...

P A Y C L O C K U S E R ’ S G U I D E 46  Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the employee’s timecard will display.  Click on the In or Out cell for the day when you want to add a punch. The cell will be highlighted when it has been ...

P A Y C L O C K U S E R ’ S G U I D E 47  Click the Save and Exit button, the punch will be added to the timecard. Adding Non-Work Time - Timecard Table You can add non-work time from within the timecard table and by using the Insert button on the timecard table toolbar.  Select the Timecards tab ...

P A Y C L O C K U S E R ’ S G U I D E 48  Click the Save and Exit button. The non-work time will be added to the timecard. Adding Department Transfers - Timecard Table A department transfer is when an employee stops working in one department and then begins working in another department.  Select t...

P A Y C L O C K U S E R ’ S G U I D E 49 You can make a one-time shift change in an employee’s timecard for a selected day and keep all other days at their original shift assignments. If the Shift column is displaying in the timecard table simply click in the cell for the desired day and from the li...

P A Y C L O C K U S E R ’ S G U I D E 50 For example, John Doe called in sick on Monday so you might want to attach a note on John’s timecard for Monday that he called in sick. Note: Timecard notes will also display on reports. After a note is added a note symbol will display on the date cell. To se...

P A Y C L O C K U S E R ’ S G U I D E 51 See the PayClock Help for detailed information on using the Exception Filter. 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 ...

P A Y C L O C K U S E R ’ S G U I D E 52 with the exporting options you have setup at the Setup tab | Exports button. The export process generates an export file in the format required by your payroll service and makes it available for your payroll software. See the PayClock Help for detailed inform...

P A Y C L O C K U S E R ’ S G U I D E 53 See the PayClock Help for detailed information on closing or re-opening a pay period. Close the Pay Period  Select the Timecards tab and click the Close button. The Select Pay Period window displays.  Select the desired pay class and click OK.  When the Cl...

P A Y C L O C K U S E R ’ S G U I D E 54  WARNING - If you are not sure you want to re-open the pay period click CANCEL.  Type the word YES in the box and click the OK button with your mouse.  The Pay Period Status will change to “Open For Edit” and all others will change to Closed. Global Schedu...

P A Y C L O C K U S E R ’ S G U I D E 55 shifts by date. A separate labor coverage chart is also available to view which allows for verification that there is enough labor coverage but not too much for a work day. To make global assignments of shifts simply press the Go to Assign Shifts View button....

P A Y C L O C K U S E R ’ S G U I D E 56 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. ...

P A Y C L O C K U S E R ’ S G U I D E 57 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 yo...

P A Y C L O C K U S E R ’ S G U I D E 58 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 Term...

P A Y C L O C K U S E R ’ S G U I D E 59 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.la...

P A Y C L O C K U S E R ’ S G U I D E 61 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.la...

P A Y C L O C K U S E R ’ S G U I D E 62 Appendix A - PayClock Client Installation in a Multi-User System Follow these instructions when you want to run PayClock on more then one computer. These client instructions apply whether it is a new install or an upgrade. The PayClock Server must be installe...

P A Y C L O C K U S E R ’ S G U I D E 64 Appendix B - 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 h...

P A Y C L O C K U S E R ’ S G U I D E 65 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 Ne...

P A Y C L O C K U S E R ’ S G U I D E 66 Appendix C - 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  Ther...

P A Y C L O C K U S E R ’ S G U I D E 67  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 PayClock.  Make sure your screen sa...

P A Y C L O C K U S E R ’ S G U I D E A Accessories, 3 Adding a New Employee, 35 Adding a Note , 49 Adding Amounts , 49 Adding Employees, 34 Adding Non-Work Time , 47 Adding Punches , 45, 46 Annual Support Agreements, 4 B Badge Number, 35 Benefit Time Tab, 38 C Closing the Pay Period, 52 D Departmen...

P A Y C L O C K U S E R ’ S G U I D E F Features & Specifications, 2 Filtering the Employee List, 40 G Global Scheduling, 54 H Hardware Troubleshooting, 59 Help, 3 Home Department, 36 Home Tab , 25 I Install the PayClock Software, 7 Install the USB Terminal Manager Software, 9 Integrating PayClo...

P A Y C L O C K U S E R ’ S G U I D E Overtime , 30 P Package Contents, 5 Password, 27, 61 Pay , 30 PayClock Client Installation, 62 PayClock Client Software WAN Installation, 66 PayClock orb, 25 PayClock Proximity Terminal - PC50/60 , 1 Personal Tab, 38 Product Overview, 1 Purpose of this User’s Gu...

P A Y C L O C K U S E R ’ S G U I D E Setting up PayClock, 29 Setting up your Terminal, 58 Setup Tab, 25, 32 Setup the Pay Period, 29 Shift , 31 Software Troubleshooting, 61 Supervisor Functions, 36 System Requirements, 6 T Telephone Support, 5 Terminal Manager Tab, 25 Terminals Tab, 38 Timecard Col...