ICON Time Systems 09101 Employee Time Clock User Manual TimeVue User Guide rev
ICON Time Systems Employee Time Clock TimeVue User Guide rev
Users manual
1
Getting More From TimeVue
User Guide
Includes Getting More From TimeVue Lite and
Getting More From TimeVue Full
2
Table of Contents
Table of Contents............................................................................................................ 1
Table of Contents............................................................................................................ 2
Getting More From TimeVue – Introduction................................................................ 4
More on Buttons and Entering Data ........................................................................... 5
Tracking TimeVue File Information and Optional Modules...................................... 5
Getting More From TimeVue Lite – Time Clock Rules................................................ 6
Rounding Rules........................................................................................................... 7
Getting More From TimeVue Lite – Time Clocks......................................................... 8
Getting More From TimeVue Lite – Departments...................................................... 10
Getting More From TimeVue Lite – Employees.......................................................... 12
Getting More From TimeVue Lite – Punches.............................................................. 14
Getting More From TimeVue Lite – Archiving and Restoring.................................. 16
Archiving Data.......................................................................................................... 16
Restoring Data .......................................................................................................... 17
Getting More From TimeVue Lite – Poll Logs............................................................ 18
Getting More From TimeVue Lite - Reports............................................................... 19
Report Types (window ) .................................................................................. 19
Time Frames (window )................................................................................... 20
Report Options (window ) ................................................................................ 20
Show Report As:....................................................................................................... 20
Getting More From TimeVue Lite – Payroll Exports................................................. 22
ADP Payroll Services ............................................................................................... 22
PAYCHEX Payroll Services..................................................................................... 23
Preview 0002 ............................................................................................................ 23
QuickBooks Pro Timer ............................................................................................. 24
Getting More From TimeVue Full – Time Clock Rules.............................................. 26
Custom Overtime...................................................................................................... 26
Custom Rounding (Optional Module)...................................................................... 27
Custom Hours (Optional Module)............................................................................ 28
Getting More From TimeVue Full – Auto Polling....................................................... 29
Auto Polling (Optional Module)............................................................................... 29
Getting More From TimeVue Full – Departments...................................................... 32
Differentials .............................................................................................................. 32
Getting More From TimeVue Full – Employees.......................................................... 34
1. Accruals ............................................................................................................... 34
2. Message (Employee Messaging) ......................................................................... 35
3. Global Messages.................................................................................................. 35
4. Sort Categories..................................................................................................... 35
5. Memos................................................................................................................... 36
Getting More From TimeVue Full – Punches.............................................................. 37
Getting More From TimeVue Full – Reports .............................................................. 38
Personnel Report....................................................................................................... 38
More Options ............................................................................................................ 38
Getting More From TimeVue Full – Security.............................................................. 40
User Security............................................................................................................. 40
3
Getting More From TimeVue – Ethernet Time Clock Configuration....................... 42
Setting up Multiple Ethernet Clocks..................................................................... 47
Preparing a Time Clock for Remote Location Installation................................... 49
Index ............................................................................................................................. 52
4
Window Descriptions - All TimeVue screens are accessed through the TimeVue
Switchboard. Each screen has different areas, which are described below.
1. Screen – In this example, the Employees screen is displayed.
2. Tool Bar – Contains buttons and drop-down windows to edit and navigate
records.
3. Tool bar buttons – Used to edit the current record.
4. Section – Area used to display or enter specific category details. In the above
example, there is an Employee Details, Departments, and Time Clocks section.
5. Table – Section containing a grid of settings and assignments.
6. Section buttons - Used to edit and modify the table in each section.
7. Drop-down window – Multiple selection windows.
In addition, you can use tool-tips and Explain boxes to learn how the software works.
• To view a tool-tip, place the mouse over any button on the screen.
• Click on the Explain link to get information on each section on the screen.
NOTE: New TimeVue Full users should also read the “Getting More From
TimeVue Lite” sections to understand basic TimeVue functionality.
Getting More From TimeVue – Introduction
1
2
3
4
5
7
6
5
More on Buttons and Entering Data
• There are generic buttons that appear in each section of a screen that
contains a table. Selecting the “+” (Add a new row) button will add
an item or row to the table. Selecting the “-“ (Delete the selected
row) button will remove the selected item or row from the table.
Selecting the “printer” button will print the contents of the table.
This is handy if you simply want to print a list of your departments or
the punches for a particular employee. You can do this directly from
the Department or Punches screen for example.
• Selecting the print button in the screen tool bar will print that screen.
• To enter information in date fields, use the drop-down arrow to
display a calendar. Simply use the left and right arrows at the top of
the calendar to select the desired month and then click on the desired
day in the month. Click the red circle in the bottom left of the
calendar to quickly select today’s date. If you don’t want to use the
calendar, manually type in the date in the date window.
• Some buttons need to be toggled in order to enable or disable a
feature. The tool-tip will indicate the “status” of the feature. The
button will also be displayed with a red “X” if the feature is disabled.
Tracking TimeVue File Information and Optional Modules
• From the TimeVue Introduction screen, select the File Info button to
view program and company file location information. To link to a
company file in a new location, select the Relocate button on the
information screen.
• From the TimeVue Introduction screen, select the Install Modules
button to install optional upgrades such as Custom Rounding,
Custom Hours, Auto Poll, Employee count upgrades, and more.
Talk to your dealer for pricing and details.
6
1. Printer button - used to print the Time Clock Rules screen.
2. Employee Greeting - Select the Greeting link to enter up to three different
messages that will appear on the display of the time clock.
3. Warning Flags - Set warnings to be flagged for punches. If a punch pair is
less than or exceeds the specified time, a red “W” will appear next to the
punch pair in your reports and in the Punches screen.
4. Rounding - Use the drop-down Rounding window to select the type of global
rounding to be used for your hourly calculations. Details on rounding rules
are at the end of this section.
5. Data Fields- Collect optional data from the time clock. For example, tips or a
job number can be recorded for reporting purposes.
• Enter a job name or task in the datafld window or leave it at default. This
name will display on the time clock.
• Select whether the information is collected on the IN or OUT punch.
• Choose the format (number of digits) of the data to be entered at the time
clock.
• Select the Show Totals checkbox to total the datafld entries on your
reports.
• Read the “Getting More From TimeVue Lite – Departments” section for
instructions on activating this Employee Input feature.
NOTE: For more information on Custom Rounding, Custom Hours, and Autopoll, refer
to the “Getting More From TimeVue Full – Time Clock Rules” section later in this
manual.
Getting More From TimeVue Lite – Time Clock Rules
1
3
5
2
4
7
Rounding Rules
There are five different rounding rules available from the Rounding
drop-down box. Rounding affects ALL punches in TimeVue.
NOTE: Custom rounding is only available in TimeVue Full.
• None - Punch duration is based on the actual time registered on
the time clock. TimeVue calculates totals to 1/100th of an hour.
• Quarter Hour - Rounds and calculates punches from the nearest quarter of an hour,
with the split occurring in the middle of each quarter hour. This is often referred to as
7/8 rounding.
To illustrate: 7 minutes 59 seconds rounds back.
8 minutes 00 seconds rounds forward.
Example: A punch at 7:52am would calculate as 7:45am.
A punch at 7:53am would calculate as 8:00am.
• Slant Hour - Quarter hour rounding similar to above except the break point occurs on
the 5th minute or 10th minute depending on whether it is an IN punch or an OUT
punch. (9/5 split on IN punch, 5/9 split on OUT punch.)
To illustrate: 4 minutes 59 seconds rounds back.
5 minutes 00 seconds rounds forward.
Examples: An In punch at 7:50am would calculate as 7:45am.
An In punch at 7:51am would calculate as 8:00am
An Out punch at 5:09pm would calculate as 5:00pm.
An Out punch at 5:10pm would calculate as 5:15pm.
• Tenths Hour - Tenths of hour’s calculation (no rounding occurs). This selection
calculates punches from the tenth hour point and advances each six minutes.
To illustrate: Minutes
10th Minutes
10th
00-05 = .0 30-35 = .5
06-11 = .1 36-41 = .6
12-17 = .2 42-47 = .7
18-23 = .3 48-53 = .8
24-29 = .4 54-59 = .9
Example: An In punch at 7:30am would calculate as 7.5am.
An Out punch at 4:05pm would calculate as 4.0pm.
8
1. Use the icon buttons on the TimeVue tool bar to set up your clocks in the
Time Clocks screen. Place your cursor over each button and a tool-tip
description will appear describing each button’s operation. Three important
buttons are described below:
Reset selected clock - Select this button if you have only one clock and
have made any changes to your employees in the program. This
command causes TimeVue to send the updated information to the clock
the next time it is polled.
Reset all clocks - Select this button if you have multiple clocks and
have made any changes to your employees in the program. This
command causes TimeVue to send the updated information to all clocks
the next time they are polled.
Set the time clock version - This corresponds to the firmware version
of your Icon Time Systems data terminal. If you have a newer clock,
leave the setting at V7D or above.
2. Select additional clock types:
• Select HPx000 if you are using an RS232, RS422, modem, or Ethernet
HandPunch unit.
• Select modem if you have an Icon Time Systems data terminal with a
modem installed.
• Select RS485 if you are using an Icon Time Systems data terminal
with an RS485 option.
Getting More From TimeVue Lite – Time Clocks
1
2
34 5
9
• Select RS232 if you have an Icon Time Systems data terminal with an
Ethernet (TCP) module installed.
3. Entering a Dialup String:
• For a Handpunch modem unit, enter the following dialup string:
MODEM:AT&F0:”phone number”. An example would be
• For a HandPunch Ethernet unit, enter the dialup string:
NET:”IP Address”:UNIT0 . An example would be
• For an Icon Time Systems modem data terminal, enter the dialup
string: MODEM:ATE1:”phone number”. An example would be
NOTE: For Icon Time Systems ProxE or Ethernet (TCP) clocks:
• Install the Tibbo Device Server utility and instructions from the
Start\Programs\Icon Time Systems program group.
• Review the documentation at the end of this user guide in the
Ethernet Time Clock Configuration chapter. Use the Tibbo utility
and documentation to configure your clock with TimeVue.
• The Tibbo utility is used to configure a static IP address and to
create a virtual serial port. The virtual serial port is used to
establish communication between TimeVue and the time clock.
4. Test - After completing the entry for your time clock, click the Test button to
verify connectivity with the clock.
5. Set Time - Use the Set Time button to set the time on your time clock based
on your current computer’s date and time. This will not work with modem
clocks. Refer to the HandPunch CD for directions on setting the time of day
on HandPunch units.
NOTE: HandPunch Users - If you have installed a Handpunch unit, make sure you have
entered your HandPunch option code. The option code is located on a sticker that you
received with your software. In TimeVue, select Install Modules from the Switchboard
and enter the code. Again, directions on setting up the HandPunch are on the RSI
documentation CD.
10
1. Autolunch - Create an Autolunch deduction for each department. In this
example, anyone in the Office department will get 30 minutes deducted from their
daily hours if they work for more than 4 total hours during a shift. The Sale
department will get deducted a 60 minute lunch after 5 hours. Enter 0 for min and
hrs if employees are required to clock out for lunch.
NOTE: Autolunch by Day Button - Select this button if employees transfer between
many different departments or clock IN and OUT many times during the day.
If the total hours worked for a group of punches satisfies the hours entered in
the Lunch column, Autolunch will be deducted for the day. If Autolunch by
Day is enabled, a series of question marks (?????) will appear in the Lunch
column in the Punches screen. The actual lunch deduction will show up on a
time card or employee report.
2. Revision zones - Create optional revision zones if everyone in a particular
department works the same shift hours.
In this example, everyone in the Office department works 8:00am to 4:00pm. The
In Zone is used to prevent giving employees extra minutes if they clock IN a little
early. The Out Zone prevents giving employees extra time if they clock OUT
late. This is a form of rounding specific to each department. Revision zones take
precedence over the rounding rules set in Time Clock Rules. In the above
example, if an employee clocks in between 7:45am and 8:00am, their time won’t
start calculating until 8:00am. If an employee clocks out between 4:00pm and
Getting More From TimeVue Lite – Departments
2
13
4
11
4:15pm, their OUT time is rounded to 4:00pm. If the IN or OUT punch is outside
these zones, the time does not get altered.
3. OT Rules - Select separate overtime rules for each department. Overtime rules
are established in the Time Clock Rules screen.
4. DATAFLD - Select the DATAFLD checkbox if people in the department will be
recording additional information such as tips, job numbers, or task numbers at the
time clock. Review the “Getting More From TimeVue Lite – Time Clock Rules”
section for more details on this field. DATAFLD information will appear in the
DATAFLD column of the punches screen and employee reports.
12
1. Find employee - Use the arrow buttons, drop-down name window, or
drop-down employee ID window to locate a particular employee.
2. Select the Add New Employee or Delete Current Employee buttons to
add or delete employees, respectively.
3. Select the Display Employee Roster Report button to view or print a
list of your employees and their ID numbers.
4. Select the Assign New Badge Number button to reassign the employee
another Badge\ID number. Enter the new ID number and click OK as
shown in the screen below.
5. Select the Require Validation button to toggle the Validate In/Outs
option. This option should be enabled UNLESS employees are allowed
to clock IN at one clock and clock OUT at a second clock during the
same shift. The tool-tip that appears when you hover your mouse cursor
over the button will indicate whether this option is enabled or disabled.
In most cases, leave this option ENABLED. This option affects ALL
employees.
Getting More From TimeVue Lite – Employees
10
12345
6
7
8
9
11
13
6. Select the Show Picture button if you want to display a .bmp or .jpg of
the employee. Simply browse to the location of the file after double-
clicking in the picture area.
7. Class - Create a unique classification name for a group of employees.
This can be used to assign global hours to just that group. Paid holidays
are an example of global hours.
8. Assign an optional Payroll ID number if it is required for your payroll
processing software.
9. Show Hours and Swipe and Go: Select Show Hours if you would like
to display the total hours worked by the employee.
NOTE: Show hours - works on a weekly basis. The clock must be polled two
consecutive times before the employee clocks in the next shift to properly display
total hours through the previous shift.
Swipe and Go: Select this option if you want the employee to simply enter
their ID number or swipe their badge at the time clock. The clock will display
“Entry Recorded” and nothing more. Do not use Swipe and Go if employees
need to change departments, jobs, or if you would like them to manually press
the IN or OUT buttons when using the time clock.
10. Assigning Departments - You can assign an employee to multiple departments by
selecting the “+” (Add a new row) button in the Departments section. An optional
wage can be assigned for each department. Use the Department tool bar buttons to
arrange the department list order:
• The choices are - move the department to the top of the list, up one row,
down one row, move to the bottom of the list, show department at the time
clock, and hide department at the time clock. Departments will display at
the time clock in the descending order of the Department section list.
11. Assigning time clocks - Select the “+” (Add a new row) button in the Time Clocks
section to assign the employee to a time clock. To delete an assignment, highlight the
clock name and select the “x” (Delete the selected row)
button.
Employees can be assigned to multiple time clocks.
• Select the “+” button in the Time Clocks section
to add a clock.
• In the Assign Time Clock window, click next to
the clock name in the Time Clock column to
assign the clock to the employee.
14
View and edit punches after they are downloaded from the time clock. Punches can also
be entered manually in the punches screen.
1. Add or delete punches - Selecting the Add New Punch Pair button will
create a new row in the Punches screen. You can manually add punches
in the table after doing this. Selecting the Delete Selected Punch Pair
button will remove the selected punch pair row from the table.
2. Entering Dates - Select the date drop-down box. Select the desired date
from the calendar or type in a date manually. Enter or edit the desired IN
time, the OUT day and time, and department assignment for the punch
row. The total hours for the punch pair should automatically be
displayed in the Hours column. The Codes column will display a “W”
for warning if the punch pair is incomplete or violates the warning rules
established in Time Clock Rules. An “E” indicates the punch pair was
manually edited.
3. Select the Toggle Autolunch button to toggle the autolunch deduction for
a selected punch pair. This will remove the autolunch deduction from the
lunch column and display *NL. Do not use this feature if you have not
established autolunch in your department list. Refer to the “Getting More
From TimeVue Lite - Departments” for details regarding the auto lunch
by day feature.
Getting More From TimeVue Lite – Punches
2
5614
7
3
8
15
4. Select the Locate the Next Exception Punch button to go to the next
exception punch in the list. This allows you to quickly view all the punches
flagged with a warning “W”.
5. Select the Add non-worked hours button to assign sick, vacation, holiday,
or other non-worked hours to this employee.
• Choose the date from the drop-down
calendar window.
• Enter the total non-worked hours.
• Select Allow OT if these hours will be
applied to overtime for the week.
• Enter a three-character code name for your
hours. These entries will be saved.
• Select the Add These Hours button to
create an entry in the Punches screen.
• The Add Hours Code will appear in the
Code column of the Punches screen and on
your reports.
6. Select the Add Global Hours button to assign non-worked hours to a group
of employees.
• Choose the date from the drop-down
calendar window.
• Enter the total non-worked hours.
• Select Allow OT if these hours will be
applied to overtime for the week.
• Enter a three-character code name for
your hours.
• Use the Select By drop-down window
to assign the hours to All employees
or by Class. Choosing Class allows
you to assign hours to employees
belonging to the same Class value.
Review the “Getting More From
TimeVue Lite - Employees” section to create a Class.
• Select the Add These Hours button to create an entry in the Punches
screen for the selected group of employees.
7. Select the Time Card Report button to view or print a timecard report for
the current employee.
8. The Insert an OUT punch button is activated if the employee is set to Swipe and
Go. Click the button and choose a date and time for the OUT punch.
16
TimeVue data should be archived on a regular basis. In general, you should archive your
database:
• Before making any major edits in the program.
• Before attempting to update TimeVue or reinstalling TimeVue on another
computer.
• Before attempting to import Poll Log files.
• Before restoring any old archives for reviewing or report purposes.
• Before any major upgrades to your operating system.
Archiving Data
1. From the Switchboard,
select the Archive
button.
2. By default, TimeVue
will name your archive
Archive.arc. You should
give each archive a
unique name and date so
that it can be easily
identified. For example, archive_43006.arc indicates the archive was
created on 4/30/06.
3. Select a location to save your archive.
4. Click Save to start the archiving process.
5. Removing old data: Always select No before clicking OK unless you want
to remove punches or employees from your database. If you select Yes, type
in a date or use the drop-down calendar to remove punches prior to that date.
This will permanently remove punches from the software.
Note: TimeVue always retains Current & Previous Pay Periods in its software. Therefore,
only date ranges prior to those periods will remove punch data.
Getting More From TimeVue Lite – Archiving and Restoring
17
Restoring Data
On occasion you may need to restore data to your software. This generally occurs if
something catastrophic happens to corrupt your files. You may also need to restore data
for purposes of reviewing employee attendance, resolving labor disputes, and generating
historical reports.
Note: Make sure you create a new archive of your current database before
continuing.
1. From the Switchboard,
select the Restore
button.
2. Browse and select the
file to be restored and
click the open button.
3. You will have the
option to Append or
Overwrite your current
data. You will see the
dialog boxes shown below.
4. If you are reviewing historical information: When the ‘Append Data?’ dialog box
appears, click the Yes button to append the data into your current database. This will
merge previously deleted punches and employee information back into the current
database. This information can now be viewed or printed.
Note: When you are finished reviewing historical data, RESTORE the current
archive you made as described in the beginning of this section and OVERWRITE
the “historical” database.
If you are restoring an archive because of a corrupt database: Select NO at the
“Append Data? “ dialog box and select Yes in the “Overwrite Data?” dialog box that
follows.
18
Each time the time clock is polled, a poll log file is created. These files can be useful if
you need to recover and re-import punch information into TimeVue. The information in
each file can be viewed before it is imported into TimeVue.
Note: You should use caution when importing punch data. Duplicate punches will
occur if the same punch data already exists in TimeVue. Any duplicate punches
need to be deleted individually in the Punches screen.
• Always create an archive before viewing or importing poll logs.
• Create an employee report for the needed time period and verify the punches that
are not in TimeVue.
• View each poll log to determine if the file contains the missing punches.
• Re-import the desired poll log file and create another employee report.
• Any duplicate, missing, or incorrect data should be manually edited in the
Punches screen.
1. Select the Poll Log button on
the Switchboard to view the
poll log window shown on
the right.
2. Highlight the desired poll log
and click the View Log
button to view its contents.
3. Select the Hide Empty Logs
checkbox to hide poll logs
that contain no data.
4. To print the list of poll logs,
select the Print Log List
button.
5. If you have viewed a poll log
and determined that it needs to be imported into TimeVue, select the
Import Log Button.
6. Select the Yes button in the Import Poll Log dialog box if you are sure that this poll
log needs to be imported into TimeVue.
Getting More From TimeVue Lite – Poll Logs
19
TimeVue Lite generates a wide range of reports. Reports can be viewed, sent to a
printer, or saved in different file formats. To access the Reports module, click on the
Reports button in the TimeVue Lite Switchboard. All clocks should be polled prior to
creating reports. This insures that the reports are current.
To create a report, a report type must be chosen in the Choose Report window. A
Time Frame is then chosen in the Window. Select Report Options and a report
format in the Report Options window and then click Run Report.
Report Types (window )
The following types of reports
can be generated with TimeVue
Lite:
1. Time Card
2. Employee
3. Department
4. Who’s In
5. Tardy
6. Exception
Time Card: Shows punch details and hourly totals in a time card format. When using
the ‘View’ selection, all employees will be listed in the left window frame in alphabetical
order. An employee’s timecard can be viewed by selecting the name in the left window
frame. Each employee timecard will be printed on a separate page.
Employee: This report also shows details and hourly totals. When using the ‘View’
selection, all employees will be listed in the left window frame in alphabetical order. The
right window frame lists employee details in alphabetical order, but without a page break
between employees. Grand totals for department, regular, and overtime hours are
presented at the bottom of the report, along with total wages.
Department: Shows employee details ordered alphabetically by department. When
using the ‘View’ selection, all departments will be listed in the left window frame in
alphabetical order. The right window frame lists employee details grouped by
department with hourly totals calculated for each department. Grand totals for
department, regular, and overtime hours are presented at the bottom of the report, along
with total wages.
Who’s In: This report has a ‘Clocked In’ and a ‘Not Clocked In’ section. Anyone that
has clocked IN before the last polling, but not clocked OUT, will be listed in the
‘Clocked In’ section.
Tardy: A report will be generated based on the time range that is entered in the Time
dialog boxes in the Time Frame section of the Reports Screen. For example, let’s
Getting More From TimeVue Lite - Reports
20
assume employees need to clock IN by 8am. If you specify a tardy range from 8:01am to
11:00am, anyone that clocks IN during this period will be flagged as tardy in the report.
Exception: Provides a list of punches that are flagged with a ‘W’ warning symbol in
Edit Punches. Warning options for punch pairs are also initialized in Time Clock Rules.
Time Frames (window )
The Time Frames window in the Reports screen allows you to select the time frame for
your reports.
Today: Only include employee data for the current day.
Yesterday: Only include yesterday’s employee data.
This Week: Only include employee data for the current
week.
This Pay Period: Only include data for the current pay
period. The pay period is based on your payroll period
defined in Time Clock Rules.
Last Pay Period: Only include data for the previous
pay period. The pay period is based on your payroll
period defined in Time Clock Rules.
Custom: Allows you to specify any time frame to include data for the report by entering
dates in the Date and Thru windows. The ‘Date and Thru’ windows become active when
Custom is selected.
Note: The ‘Time and Thru’ windows are activated when you select a Tardy report.
Report Options (window )
The type of Report Options available will depend on which
Report you select in the Choose Reports window.
Show Wages: If hourly rates are assigned to employees, the
report will include a column for the total wages for each shift.
Summary Report: This will show total employee hours
worked in each department. Individual punch data is not
included in the report.
Show Report As:
TimeVue Lite allows you to save reports in different formats. Clicking on the down
arrow in this window will allow you to select from many convenient formats. Once you
have chosen a format, click on the Run Report button to generate a report. The available
report formats are:
View: This opens the report in the TimeVue Reporter window. The information can
simply be viewed or printed from this window. The image below shows the options
available in the View Report window toolbar.
21
1 2 3 4 5 6 7 8
1. Content Toggle: This will close the left content window pane. The content
window lists the individuals or items in the report.
2. Print: Takes you to the print dialog box. You can print all or individual pages.
3. Copy: This copies the current report or timecard displayed to the clipboard.
4. Search: Searches the report for words or character strings.
5. Pages Toggle: Allows you to view single or multiple pages in the report screen.
6. Zoom: Changes the magnification of the text in the report screen.
7. Page Toggle: Allows you to go to the previous or next page in the report.
8. Back\Forward: This records the history of your steps. You can go backwards or
forwards to view the same sequence of pages in your report.
Additional report formats include the following:
Direct to Printer: Prints the entire report without the option to select pages or options.
PDF File: This will output the report in Adobe Acrobat .PDF format.
HTML File: Creates an HTML report format, which is suitable for Web viewing.
RTF File: Report is saved in Rich Text Format and is compatible with MS Word.
XLS File: This will save the report in a .XLS spreadsheet format for use in MS Excel.
TEXT File: This will save the report as a simple text file for use in any text editor.
ASCII (alphanumeric): Exports the file in a comma separated, text format.
ASCII (numbers only): Exports the file in a comma-separated format with only
numeric fields.
ASCII-VI (alpha): An older export format used in earlier versions of TimeVue Lite
ASCII-VI (numbers): An older export format used in earlier versions of TimeVue Lite.
Select the file format in the ‘Show Report
As’ drop down box as shown. To create
the report, click on the RUN REPORT
button in the lower right corner of the
Reports screen.
If you have not chosen to simply
‘View’ the report, you will get the
option to name and save your report
file in the folder of your choice.
Note: Totals too large to be
represented on a report will be
displayed with dashes “—“.
22
TimeVue Lite provides five major payroll exports. Select the Payroll
Export button from the Switchboard to access the export screens.
Exports included with TimeVue Lite:
• ADP Payroll Services
• PAYCHEX (PAYCHEX Payroll Services and Preview 0002)
• QuickBooks (QuickBooks Pro Timer and QuickBooks Pro)
ADP Payroll Services
Employee Data:
Provide each employee with a valid ADP
file number. This should be added under
the EMPLOYEE screen in the field titled
PAYROLL ID.
Note: Each ADP file number
(provided by ADP) should be six-
digits, with leading 0’s such as:
000001
Export Options:
Check your export codes. Icon Time Systems provides standard export codes for export
to ADP. These codes can be found in the boxes under the Regular, Overtime 1, and
Overtime 2 columns shown above. You should consult with your ADP representative to
confirm that these export codes 013, 014 and so on, are appropriate for your account.
Should different export codes be required, type the new codes (provided by ADP) into
the proper window in the export codes boxes. They will automatically be saved for future
use.
The export path should not include a file name. Typically you would enter the directory
path in which your ADP software resides. Make sure that the path you specify is ended
with a "\" such as: C:\PCPERS\
After entering the proper codes, timeframe, and export path, select the RUN EXPORT
button to create the export file.
Notes: Automatic Data Processing’s DOS version 5 & 6 payroll and all windows
software are supported. If you are running multiple departments per employee,
with different pay rates for each department, you must use the ADP windows export
or use export by wage. Your ADP representative will provide you the export codes
for exporting by wage. The default codes provided with TimeVue are for hours
export only.
Getting More From TimeVue Lite – Payroll Exports
23
PAYCHEX Payroll Services
Employee Data:
Provide each employee with a
valid PAYCHEX employee
number. This should be added
under the EMPLOYEE screen in
the field titled PAYROLL ID.
Note: Each PAYCHEX
employee number (provided
by PAYCHEX) should be
four-digits, with leading 0’s
such as: 0001.
Export Options:
Icon Time Systems provides standard codes for export to PAYCHEX. These codes can
be found in the boxes under the Regular, Overtime 1, and Overtime 2 columns shown
above. You should consult with your PAYCHEX representative to confirm that these
export codes R1, R2 and so on, are appropriate for your account.
You must enter your PAYCHEX office number, client number, and site number. Your
PAYCHEX representative provides this information.
Save the export file into the directory of your choice. The export path should not include
a file name. For example, a sample path could be “c:\temp\”.
Notes: If you are running multiple departments per employee with different pay
rates for each department, you must use export by wage. PAYCHEX does not
receive OT2 hours in their interface. If you use OT2 in TimeVue, you should export
by wages. Days Worked export is not provided with this interface.
Preview 0002
Employee Data:
Provide each employee with a
valid Preview 0002 employee
number. This should be added
under the EMPLOYEE screen in
the field titled PAYROLL ID.
Note: Each Preview 0002
employee number should be
six-digits, with leading 0’s such
as: 000001.
24
Export Options:
Enter the appropriate standard codes for export to Preview 0002. These codes are entered
in the boxes under the Regular, Overtime 1, and Overtime 2 columns shown above. You
should consult with your Preview 0002 representative to confirm the appropriate export
codes to use for your account.
After entering the correct export code, datafld, and time frame information, click the
RUN EXPORT button to create an export file.
Note: Save the export file into the directory of your choice. The export path needs
to include a file name. For example, a sample path and filename could be
“c:\temp\preview.dat”.
QuickBooks Pro Timer
If you are using QuickBooks 2002 or later, please follow the instructions given below.
1. Print out and read the documentation to use the QuickBooks export. This
documentation is on the CD at: \userguide\TV-QB-Timer.pdf
2. An example of the export screen is shown below. Here are some basic items to
understand about this export module:
• This utility exports data directly
into the QuickBooks database so
both programs must be installed
on the same computer.
• Employee full names in TimeVue
must match exactly the employee
names in your QuickBooks
employee list.
• The export codes listed under the
Regular and Overtime columns
shown on the screen to the right
must match the Payroll Item name
used in QuickBooks.
• QuickBooks must be running in single-user mode.
25
Getting More From TimeVue Full
26
Custom Overtime
Overtime can be customized from the Time Clock Rules screen. TimeVue allows the
overtime 1 and overtime 2 rates to be set by the user.
1. Change the overtime rate for overtime 1 or
overtime 2 if needed.
2. Select the Customize button to enter the
Overtime Rules screen.
3. Select the “+” or “x” button to add or
remove an overtime rule. There are three
types of rules.
Overtime by Date
• Select the date to receive overtime.
• Select All day long or Sign-in time from the drop-down window. Enter the time
range of the IN punch if Sign-in time will be used to apply the overtime rate.
• Enter an optional description for the overtime rule.
• In this example, employees working anytime on Easter Sunday 4/16 will receive
time-and-a-half.
Overtime by Day of the Week
• Select the day of the week to apply the overtime rule.
• Select All day long or sign-in time from the drop-down window. Enter the time
range of the IN punch if Sign-in time will be used to apply the overtime rate.
• In this example, employees working on any Saturday will receive time-and-a-half.
Overtime by Daily Time Range
• Enter the time range of the IN punch that will be assigned the overtime rule.
• In this example, employees working from 6pm to 12am receive overtime.
Getting More From TimeVue Full – Time Clock Rules
1
2
3
1
27
Custom Rounding (Optional Module)
The custom rounding module allows you to customize rounding to a particular minute
during the hour.
• Select Custom as the rounding type in the
drop-down window.
• The Customize button will appear.
1. Select the Customize button to display the Custom Rounding screen.
2. Click the Add Rule button to add different rounding rules.
3. Enter the minutes for the rounding rule and apply them to IN, OUT, or ALL
punches.
4. Test your rounding rule - Enter a time of day and select the Test button.
• In the above screen, there is a rounding rule for an IN punch and an OUT
punch.
• If an employee clocks IN between 15 minutes before the top of the hour
and 10 minutes after the hour, the time will be rounded to the top of the
hour (for any hour during the day). In the above example, if the employee
clocks in at 8:46am, the clock IN time will be rounded to 9:00am.
Running a test yields the following dialog box.
• In the above example, the other rounding rule will round the OUT punch
to 30 minutes past the hour if someone clocks OUT between 15 minutes
and 40 minutes past the hour.
1
3
2
4
28
Custom Hours (Optional Module)
Custom hours can be used to adjust the total hours worked for a shift.
• Select the Custom Hours button to
display the Custom Hours screen.
1. Select the Add Rule button to add a Custom Hours Rule. Multiple rules can be
entered.
2. Enter the total shift hours to be applied to the rule.
3. In the above example, there are two rules.
• If an employee works between 8 and 8.5 hours for a shift, they will get
credited for 9 hours worked.
• If an employee works between 10 and 12 hours for a shift, they will get
credited for 12 hours worked.
• Any hours outside these ranges will not be affected.
• Running a test for 8.3 hours gives the following correct result:
Note: Notice there is a “times” box in the lower right of each rule section. The last
rule could be entered as “Recalculate hours as 2 hours plus HRS times 1”.
Assuming the original punch pair HRS was 10hrs, the following calculation would
occur: 2 hrs + (10 x 1) = 12 hrs.
11
1
2
3
29
Auto Polling (Optional Module)
The Windows Scheduler is used for auto polling and allows for greater flexibility in
scheduling program operations.
• Go to the control panel by
clicking on Start, Settings,
Control Panel from your
desktop. In the Control Panel,
select the Scheduled Tasks
icon.
• Double-click on the ‘Add Schedule
Task’ option. When the Scheduled
Task Wizard appears, click the ‘Next’
button.
• The Wizard displays a list of
programs. If TVAutoPoll is on that
list, select it. Otherwise click the
‘Browse’ button.
• Navigate to the TVAutoPoll.exe
file and select it. This file is
located in the TimeVue
directory. The default
installation directory is
C:\Program Files\Icon Time
Systems\TimeVue. Click the
‘Open’ button after selecting the
TVAutoPoll.exe file.
• Select a name for the task and how
often the task is to be performed. If
you need to run daily reports or
would like data to be imported into
TimeVue everyday, then select the
daily option. You may choose
whatever schedule suits your needs.
Getting More From TimeVue Full – Auto Polling
30
• Specify the time of day to run the process.
Select Every Day, Weekdays, or an interval
of days. Select the date to start auto
polling. Click the ‘Next’ button when this
step is complete.
• The user name will default to your network
domain and computer name. Enter your
current password (the one used to gain
access to the computer). If an incorrect
password is entered, auto poll will not run.
Click Next.
• You must select the ‘Open advanced
properties for this task when I click Finish’
option. Click the ‘Finish’ button to proceed
to the next step.
• The advanced features property list is
shown at the right. The settings shown in
the ‘Task’ tab were originally entered
through the Scheduled Task Wizard
process. You must enter the word “all” at
the end of the Run string as shown by the
arrow if you want the polling process to
work.
You can also specify a particular clock or order
sequence to Autopoll. Examples are given below.
"C:\Program Files\Icon Time Systems\TimeVue\TVAutoPoll.exe" all
"C:\Program Files\ Icon Time Systems\TimeVue \TVAutoPoll.exe" 1
"C:\Program Files\ Icon Time Systems\TimeVue \TVAutoPoll.exe" 3 1 2
The first example polls all clocks, from lowest to highest. The second example polls only
clock 1. The third example polls clock 3, then clock 1, and then clock 2.
31
• The ‘Schedule’ tab also shows the settings
originally entered through the Scheduled
Task Wizard process. The schedule can be
modified at any time. This example shows
a weekly scheduled task. The ‘weekly’
option allows you to choose specific days
in the week to auto poll
• The ‘Settings’ tab allows you to set
restrictions and parameters for the auto poll
process, and the process can be terminated
automatically if problems occur.
• The ‘Security’ tab can be used to address
security concerns on your system. A
qualified network or computer administrator
should be in charge of maintaining this area
of the program.
NOTE: If you have further questions about setting up the Windows Scheduler, please
refer to your Microsoft Help System.
32
Differentials
The pay rate for employees working in a department can be adjusted by a dollar or
percentage amount using the differential feature. The adjustment in hourly rate is applied
to everyone in the department and is subject to overtime rules. Differentials can be
applied to holiday pay or special bonus shifts such as swing or graveyard. Wages that are
subject to differentials will be flagged with a “D” in the wages column of the employee
and timecard reports.
1. Select the department or departments to receive the differential rules.
2. Select the Edit Differentials button to bring up the differentials window.
3. Select the “+” or “x” button to add or remove a differential rule. There are three
types of differentials.
Getting More From TimeVue Full – Departments
21
3
33
Differential by Date – Apply rules for specific dates.
• Select the date for the differential.
• Select All day long or Sign-in time from the drop-down window. Enter
the time range of the IN punch if Sign-in time will be used to award the
differential.
• Enter the amount to add to the hourly wage. This will either be a dollar
amount or a percentage amount.
• Select the Type of wage increase from the drop-down window. This is
where you select either dollar ($) amount or percentage (%).
• Enter an optional description for the differential.
• In this example, everyone in the Office department will receive an
additional $1.50\hr for working Easter Sunday on April 16.
Differential by Day of the Week – Apply the rule to specific days of the week.
• Select the day of the week from the drop-down menu.
• Follow the same steps described in the previous section to set up the rest
of the differential.
• In this example, everyone in the Office department will receive an
additional 50 cents per hour if they work on Saturday.
Differential by Daily Time Range – Apply rules to specific time ranges every day.
• Enter the time range of the IN punch that will be assigned the differential
rule.
• In this example, anyone working the night shift (6pm to Midnight) will
receive an additional 10% increase in hourly wage.
34
1. Accruals
Accruals are used in TimeVue to manage and track non-worked hours such as holiday,
vacation, or sick time. Use the Accruals table to establish your accruals.
• Start and Reset dates – Enter the starting and ending dates of the benefit year.
• Accrual Title – Automatically track up to three different types of non-worked
hours earned by the employee. Type in the name of the accrual in this column.
• YTD - Enter the total hours all ready earned by the employee.
• Add Hours Per Pay Period – Enter the number of hours earned each pay period
for the accrual. To calculate this number, divide the number of hours per year
awarded for the accrual by the number of pay periods per year. For example, let’s
say you pay your employees every week and they can earn 80 hours of vacation
pay per year. The Add Hours Per Pay Period = 80/52 = 1.538
• Maximum Amount - This is the maximum hours that will be allowed to
accumulate for the accrual.
• Allow Reset – Selecting the checkbox in this column will reset the YTD accrual
amount on the date chosen in the Reset window above the Accruals table.
• Allow Overtime - Selecting the checkbox in this column will allow accrual hours
to be treated the same as regular hours in regards to overtime calculations.
• Allow Negative – Selecting the checkbox in this column will allow employees to
use non-worked hours before they earn them. Negative hours will be applied for
the accrual if those hours exceed total earned for the year.
NOTE: Review the Punches section to learn how to assign accrual hours to employees.
Getting More From TimeVue Full – Employees
1
2
3
5
4
35
2. Message (Employee Messaging)
Messages can be sent to the display of the clock to alert employees about meetings,
supervisor concerns, emergencies, or miscellaneous items.
• Enter a message up to 16 characters in length to be displayed on the time clock for
this employee. Messages will appear after the ID number is entered.
• Select message options:
Show Only Once – Message is displayed only one time.
Show Always – Message displays every time the employee clocks IN.
Lock Msg – Sends a message and locks the keypad to prevent clocking
IN.
Report Hours – Displays total hours worked for the week.
Clear – Clears any messages assigned to the employee or group.
Sent – This is posted to the message window to signify a message
marked as Show Only Once or Clear has been sent to the time clock.
3. Global Messages
Select the Global button to send messages to a group of employees at the
time clock. Enter the following options for global messaging.
• Message - Enter the message to be displayed.
• Apply - Select the message option (see section 2).
• Select By - Select the group to receive the
message.
• Value - You can select all employees, employees
by class, or employees by sort group (see next
section). Select the sub-group value if you choose
the class or sort category. In this example, a sort
group called Area was created and the sub-group
of production workers will receive this message. So, the workers in the
“production area” will be notified that they have a meeting at 4pm.
4. Sort Categories
Three additional sort fields can be created to help group employees together for reporting
and messaging purposes.
• Simply click on the Sort 1, Sort 2, or Sort 3 labels to give the field
a specific name. In this example, the Sort 1 field has been
renamed to “Level” and the Sort 2 field is called “Area”. Sort 3 is
not being used. The Sort names and values originally entered
will be available to all your employees.
• Type in a value for your sort field. For example, the sort field
“Level” might have values of Management and Staff. The sort
field “Area” could have values of Office and Production. These
values can be used to create specific, user definable reports. Read
“Getting More From TimeVue Full – Reports” for details.
36
5. Memos
Select the Create Employee Memo button to include a message to be printed on
the employee’s timecard.
Employee Memo
• Enter a message to appear on a timecard
report printed for the This Pay Period or
the Last Pay Period. You must select
the OK button to save your entry.
• A Year to Date memo will appear on the
personnel report.
• Select the Global button to create a
Global memo.
Global Memo
• Select the pay period for the memo in the
Apply window.
• Set the “Select By” field to All, Class, or
Sort group for the timecard memo group.
• The Value window will appear if you
create a memo for a Class or Sort group.
Enter the sub-group to receive the memo.
In this example, employees in the Day
Shift Classification will receive a memo
on their timecard report for this pay
period. You must select the OK button to
save your entry.
• Select the Employee button to toggle back
to the Employee Memo view.
37
Accrual hours established for the employee in the Employee screen are assigned in the
Punches screen.
1. Select the Add Accrual Hours button.
The Add Hours window will appear.
• Enter the date to apply accrual
hours.
• Enter the total hours for that date.
• Enter the type of accrual to assign
the hours.
• Select the Add These Hours button.
2. The added hours will appear as a new
punch row in the Employee Punches table.
The accrual type will display under the
Codes column in the far right of the table and on your reports.
3. The Summary section displays total hours worked by the employee for the
current pay period and week, remaining accrual hours available, and any memo
information that has been recorded for the timecard for a particular pay period.
4. Select the Memo button to assign a memo to the employee’s timecard. This is
explained in detail in the “Getting More From TimeVue Full– Employees”
section.
Getting More From TimeVue Full – Punches
1
2
3
4
38
TimeVue Full provides additional report features to make reporting easier and more
concise.
Personnel Report
1. This report allows you to print details established on the Employee screen for each
employee. In the Report Options section, choose one or more of the options:
• Use Page Breaks – Print each employee detail on a separate page.
• Employee Details – Print details such as name, address, social security number,
class, Clock ID assignment, and employee status.
• Accruals - Print employee accrual hours information.
• Departments - Print department assignments for each employee.
• Clocks – Print clock assignments for each employee.
• Memos – Print messages assigned to the employee’s timecard.
More Options
2. Select the More Options button to view filter options for your reports.
Getting More From TimeVue Full – Reports
1
2
3
39
In the Employee Selection section, choose a filter option.
• Specified Employee – Allows you to filter employees by Clock ID or Short
Name. Only the selected items chosen will show up in the report.
• Filtered Employees – Allows you to filter employees by Class or Sort Group and
also by Clock ID or Short Name in those chosen groups.
In the Department Selection section, choose an additional filter option.
• All Departments – Print all departments from the currently filtered group.
• Select Departments – Print specific departments from the currently filtered group.
Note: The “Sort By” drop down window will only sort the Clock ID and Short Name
items in the Employee Selection window. This “Sort By” option does not sort the final
report output.
3. Save custom report settings for future use.
• In the Reports window, select the report
type, pay period or date, and report
options for reports you create on a regular
basis.
• Click on the Save button. You will be
prompted to enter a name for your report.
• Enter a name and click OK
• The report name will be added to the
Choose Report list.
• Simply choose any custom report in the
list and select the Run Report button to
create a report with your preset report
options.
40
Screen Security - Each screen in TimeVue can be protected with a unique password.
The screen will only open when the correct password is entered.
1. Set the password for any screen by
clicking on the key icon on the toolbar.
2. Enter the password, confirm the
password and select the OK button to
set the password for the screen.
3. This password will be required the next
time the screen is opened from the
Switchboard.
4. To clear the password, select the key icon
as shown in step 1. Enter the current
password for the screen as shown in step
3. Leave the password field blank in the
Enter New Password screen and simply
click the OK button. If you would like to
change the password, enter and confirm the
new password instead of leaving the
password field blank.
User Security
Multiple user names and passwords can also be set up in the User Security section of
TimeVue Full. This feature will require each user to enter a user name and password each
time TimeVue is started. User security can be set up to allow the user access only to
certain screens and a particular group of employees on those screens.
To access User Security, select the User Security button on the TimeVue
Switchboard. When User Security is selected for the first time, a dialog box will
appear prompting to add a new user.
NOTE: The first user should be a supervisor and it
is important that this person is granted access to the
User Security screen so that additional users can be
added or deleted. After entering a user name, click
OK and the dialog box shown below will appear.
Click Yes to access the User Security screen for the first time.
Getting More From TimeVue Full – Security
1
2
3
4
41
1. Enter a user name and
password.
2. Select the screens on the
Switchboard that the user will
be allowed access.
3. Select whether the user can
view wage information or
not.
4. Choose a Sort Selection
Value. The Sort 1 field in the
Employee screen can be used
to group employees by a
supervisor name for example. Only employees with the same sort value will be
visible by a particular supervisor. For details on the Sort field, read the “Getting
More From TimeVue Full – Employees” section.
5. Select the Add or Delete user buttons to add or remove users from User Security.
6. View the first, previous, next, or last user in the User Security list.
The user will be asked to enter a user name and password when TimeVue is started.
The TimeVue introduction screen will come up after the proper login is entered. After
clicking start, the user can access the switchboard and only those screens specified by the
supervisor in User Security.
Shut down TimeVue or select the Log Off button on the Switchboard to
allow another user to login and access TimeVue.
1
2
3
5
6
4
42
NOTE: Disable the Windows Firewall and any other firewalls first. If this step is
not done, you may not see your clock in the list as shown in step 1 below.
Refer to the “Preparing a Time Clock for Remote Location Installation” section
later in this chapter if you will be moving the clock to another location (remote from
your TimeVue installation).
If you have an RSI Handpunch clock, you do not use Tibbo. Refer to the manual on
your RSI documentation CD to manually program a static IP address on the
Handpunch. Refer to the Time Clock chapter in this user guide for setting up the
Handpunch in TimeVue.
Install the Tibbo communication port driver software. The Tibbo Software Suite is
installed and configured according to the guide below.
For Windows Vista, install the Tibbo 5.0 software located at this link:
http://www.icontime.com/support/download_view.asp?ID=32
Installation:
1 Press the Windows Start
button, and under Programs\Icon
Time Systems\Ethernet Clock
Setup, Select “Install Tibbo”.
2 Follow the on-screen
instructions to set up the Tibbo
application suite.
Configuration:
Step 1
Press the Windows Start button and
select Programs\Tibbo\DS Manager. The
following display appears.
The DS Manager discovers the Ethernet
time clocks by broadcast and lists them
as shown. The default IP-Address is set
to 1.0.0.1. Refresh the list if no clocks
appear.
Getting More From TimeVue – Ethernet Time Clock Configuration
43
Troubleshooting: If the time clock does not appear, there may be a firewall enabled or a
bad network connection at
the clock.
Step 2
Click on the device
address to select it. Click
the Change IP button to
establish a unique IP
address for the unit.
NOTE: Speak to your
network administrator
to determine an available
IP-Address to assign to
your clock.
Step 3
Enter your IP address in the
space provided and Click OK.
Step 4
Click the Settings button in the main DS Manager window to get the property settings
screen.
The employee time clock should come pre-configured from the factory. Use the screen
shot on the next page to make sure that the employee time clock is set to the correct
default options. You should not have to change any of these options.
44
Your IP Address will appear at
the top of this screen. This is the
same address that you assigned
in Step 3.
The following are the correct
default settings.
• Port: 1001
• Transport Protocol: 1-TCP
• Serial interface: 2--
Automatic
• RTS/CTS flow control: 0-
Disabled or remote
• DTR mode: 0-Idle or remote
• Baud rate: 3-9600 bps
• Parity: 0-None
• Data bits: 1-8 bits
• Soft entry into Serial
Programming: 1-Enabled
(option1)
• On-the-Fly commands: 1-Enabled
Click on OK and this
information is saved into the
employee time clock.
(The other tabs provide advanced
options that can be used but they
are not supported.)
45
Creating the Virtual Serial Port
It is necessary to create a virtual serial port.
You will use this port in TimeVue to
connect to the clock.
Step 1
Press the Windows Start button and select
Programs\Tibbo\VSP Manager. The
window shown on the right appears.
NOTE: If you receive a Windows security or logo testing warning, select the option
to continue anyway.
Click Add to add a new virtual port, or Edit to view or change an existing port.
Step 2
The VSP name is the COM port that
you are creating. For best
compatibility, choose anything from
COM5 – COM16.
Change the networking settings as
follows:
• Transport Protocol: TCP
• On-the-fly commands: Out of
Band
• Routing mode: Client
• Connection mode: On Data
• Destination Mode: Single
Destination
• IP-Address: The IP Address you assigned to the clock in DS Manager.
• Port: 1001
Click OK when done.
46
Setting up TimeVue:
Step 1
Start up TimeVue and click on
the Time Clocks button.
Step 2
Add a new clock. In this
example, we use Clock 1.
Give your clock a name.
Under Clock Type, choose
RS232.
Select the COM port that you
created in the Tibbo VSP
Manager. In this example, we
are using COM 5.
Click on the Test button.
You should get a Communications Test OK
message if everything is set up correctly. If there is
a problem, you will get a Communications Test
Failed message. Double check all Tibbo settings to
make sure they are correct.
NOTE: In order to support communication issues in our software, you must be able
to ping the clock at your Windows command prompt. Talk to your network
administrator about this procedure. If you cannot ping the clock, there is an issue
outside the realm of our support boundaries that is causing a problem. For
example, hardware or software firewalls can cause problems.
47
Setting up Multiple Ethernet Clocks
Configuration:
Follow the steps described at the beginning of this chapter to configure 2 or more
Ethernet time clocks. The procedure is the same.
• Verify the clock(s) can
be detected in the DS
Manager using auto-
discovery by broadcast
access mode. Disable
all firewalls and check
network connections if
the clock cannot be
detected.
• Click on the device
address in the status
window and select the
Change IP button to
assign a unique IP
address to the clock.
• Click the Settings button on the main DS Manager screen and verify the correct
default property settings for the clock. The correct settings are shown in the
screen shot in step 4 of the first section of this chapter.
• Repeat this procedure for all of your clocks.
Creating the Virtual Serial Ports
A virtual serial port is required for
each Ethernet clock on your network.
Follow the same procedure to create
multiple virtual serial ports as
described in the “Creating the Virtual
Serial Port” section earlier in this
chapter.
• Click on the Add button to create
a new serial port.
• In the General Properties window,
assign a unique VSP name (COM
port) for each time clock.
48
• Verify all the network settings are set to default. This is shown in the screen shot
in Step 2 of the “Creating the Virtual Serial Port” section at the beginning of this
chapter.
• In the IP-address field at the bottom of the VSP General properties screen, make
sure you assign the correct IP address for the additional time clock you are setting
up.
• Click the OK button and close out the VSP manager after you have set up all of
your time clocks.
Setting up TimeVue with Multiple Clocks:
Add each time clock in the Time Clocks screen in TimeVue.
• Give each clock a unique, descriptive, clock name to help you identify the
location of the clock.
• Under clock Type, choose RS232.
• In the Port column, select the COM port number that was created for that
particular clock in the Tibbo VSP manager.
Changing the Clock ID Number of the Time Clock.
The Clock ID number is a number that can be programmed into the time clock. Each
clock is set to Clock ID #1 by default. If you are using multiple time clocks, the
Clock ID number must match the number of the clock in the TimeVue Time Clocks
list. In the above example, the SHOP clock is clock #2 and the DOCK clock is clock
#3. To change the Clock ID number of each clock, go to the actual time clock and
perform the following steps:
• Press the lock button in the lower right of the clock keypad.
• Enter the security code. The default is "00 00 00".
49
• Press the down arrow 4 times. The clock ID# displays.
• Press Enter so that the ID number blinks.
• Press the up arrow to set the correct clock ID number.
• Press enter to save the change.
• Press the Clear button twice to exit out of Supervisor Mode.
• In the TimeVue Time Clocks screen, click the Test button for each clock to verify
that you can connect to each clock.
NOTE: If you receive an “Incorrect Clock# - “ error, the Clock ID number set on the
time clock does not match the clock number in the TimeVue Time Clocks screen.
Follow the above instructions to fix this issue.
Preparing a Time Clock for Remote Location Installation
Before moving the clock to a remote location, connect the clock to your local area
network. Follow the steps at the beginning of this chapter for the configuration of the
time clock.
• Verify the clock is discovered by broadcast in the DS Manager. Disable any
firewalls and check your network connections if necessary.
• Click on the device address in
the status window of the DS
Manager and select the Change
IP button to assign a unique IP
address to the clock. Assign the
IP address that will be used at
the remote location. The
clock’s IP address may no longer
be visible in the DS Manager
after doing this.
• In the DS Manager, select
Device Servers from the Address
Book at the top of this screen.
• Click the Add button on the right
to bring up the Address Book
Entry window.
50
• Enter the IP address for the time clock. Again, use the IP address that will be
used at your remote location.
• Select TCP as the access method.
• Click OK to save your changes.
• Your remote clock will now appear in the address book.
• Follow the instructions in the “Creating the Virtual Serial Port” section at the
beginning of this chapter to create a port for the time clock.
• Add the clock in the TimeVue Time Clocks screen.
• Under clock Type, choose RS232.
• In the Port column, select the Virtual COM port number that was created for that
particular clock in the VSP manager.
• If necessary, change the clock ID number on the clock so that it matches the
number of the clock in the TimeVue Time Clocks screen. Refer to the “Changing
the Clock ID Number of the Time Clock” section for detailed instructions.
• Take the clock to the remote location and plug it into a network port on the router.
NOTE: Your remote router must forward port 1001. This port is used by the
time clock. Remote access and firewall issues over a wide area network (WAN)
will have to be resolved by your network administrator. Additional information
is posted on the Tibbo support Web site at: http://www.tibbo.com/support.php
• Verify that you can ping the clock from the computer that has TimeVue installed.
If you cannot ping the clock, there may be a router, firewall, or port forwarding
issues blocking the signal from the time clock. This will need to be resolved by
your network administrator.
51
• After getting a successful ping from the time clock, go to the TimeVue Time
Clocks screen and select the Test button for the clock to verify that TimeVue can
communicate with the clock.
Part 15.21
Changes or modifications not expressly approved by the party responsible for compliance
could void the user’s authority to operate the equipment.
52
Index
A
Accruals ........................................ 33, 37
Add a new row...................................... 4
Add Accrual Hours ............................. 36
Add New Employee............................ 11
Add New Punch.................................. 13
ADP Payroll Services ......................... 21
Archiving Data.................................... 15
Assign New Badge Number................ 11
Autolunch........................................ 9, 13
Autolunch by Day................................. 9
Autopoll ................................ 4, 5, 29, 30
Autopolling......................................... 28
B
buttons................................................... 4
C
classification ....................................... 12
Codes............................................. 13, 36
Custom Hours ............................. 4, 5, 27
Custom Overtime................................ 25
Custom Rounding ....................... 4, 5, 26
D
datafld ............................................. 5, 23
DATAFLD.......................................... 10
DataStorage.tvd..................................... 4
date fields.............................................. 4
Delete Current Employee.................... 11
Delete Selected Punch Pair................. 13
Delete the selected row......................... 4
Departments.... 3, 5, 9, 12, 13, 31, 37, 38
Dialup String......................................... 8
Differential by Daily Time Range ...... 32
Differential by Date ............................ 32
Differential by Day of the Week......... 32
Differentials ........................................ 31
E
edit punches ........................................ 13
employee............................................. 16
Employee Memo................................. 35
Employee Roster Report..................... 11
Employees.. 3, 11, 12, 14, 32, 33, 36, 38,
40
Ethernet............................................. 7, 8
Exception Punch ................................. 14
Explain.................................................. 3
F
File Info button ..................................... 4
G
Global Hours....................................... 14
Global Memo ...................................... 35
Greeting................................................. 5
H
HandPunch........................................ 7, 8
HPx000 ................................................. 7
I
Install Modules...................................... 4
L
Log Off................................................ 40
M
Memos........................................... 35, 37
Messages............................................. 34
modem............................................... 7, 8
53
N
non-worked hours ......................... 14, 33
O
optional data
DATAFLD........................................ 5
overtime ...................... 10, 14, 25, 31, 33
Overtime by Daily Time Range
(Custom Overtime) ......................... 25
Overtime by Date
(Custom Overtime) ......................... 25
Overtime by Day of the Week
(Custom Overtime) ......................... 25
Overtime rules..................................... 10
P
PAYCHEX Payroll Services............... 22
Payroll Exports.................................... 21
Payroll ID............................................ 12
Personnel Report................................. 37
poll log file.......................................... 17
Poll Logs............................................. 17
Preview 0002 .......................... 21, 22, 23
punch..................................................... 6
Punches ........... 4, 5, 9, 13, 14, 17, 33, 36
Q
QB-Timer.pdf...................................... 23
Quarter Hour
(Rounding Rule)................................ 6
QuickBooks................................... 21, 23
QuickBooks Pro Timer ................. 21, 23
R
Relocate button ..................................... 4
RemoteLink.tvm ................................... 4
Removing old data.............................. 15
Report Options.................................... 19
Report Types....................................... 18
Reports.............. 2, 18, 19, 20, 34, 37, 38
Reset all clocks ..................................... 7
Reset selected clock.............................. 7
Restoring Data .................................... 16
reviewing historical information ..... 16
revision zones........................................ 9
rounding.................................. 5, 6, 9, 26
Rounding Rules..................................... 6
RS232................................................ 7, 8
RS485.................................................... 7
S
Section................................................... 3
Security ................................... 30, 39, 40
Set the time clock version..................... 7
Set Time................................................ 8
Show Hours......................................... 12
Show Picture....................................... 12
Slant Hour
(Rounding Rule)................................ 6
Sort 1................................................... 34
Sort 2................................................... 34
Sort 3................................................... 34
Sort Categories.................................... 34
Swipe and Go...................................... 12
Switchboard .. 3, 8, 15, 16, 17, 21, 39, 40
T
Table ..................................................... 3
Tenths Hour
(Rounding Rule)................................ 6
Test button ...................................... 8, 26
Tibbo .................................................... 8
Time Clock Rules ........... 5, 9, 10, 13, 25
Time Clocks................................ 3, 7, 12
Tool Bar ................................................ 3
tool-tips ................................................. 3
V
Validate In/Outs.................................. 11
54
W wage.................................. 12, 22, 32, 40
warnings................................................ 5