Amano Time Guardian Series Manuel d'utilisateur Page 1

888 534-5994 Time Guardian Version 4.0 USER MANUAL

2-2 Time Guardian v4.0 User’s Guide Time Guardian Wizards The Time Guardian Basic and Advanced Setup Wizards will allow you to perform a seamless ba

7-2 Time Guardian v4.0 User’s Guide Hours Simulation The Hours Simulation utility can be launched from the Main window by selecting Tools => Hour

Time Guardian v4.0 User’s Guide 8-1 Chapter 8: XML Data Export Utility The XML Data Export utility can be launched from the Main window by selecting

8-2 Time Guardian v4.0 User’s Guide Web Browser View Example

Time Guardian v4.0 User’s Guide 9-1 Chapter 9: Quick Steps (QS) QS 1: Creating a Custom Toolbar There are two methods to access the Custom Toolbar

9-2 Time Guardian v4.0 User’s Guide Adding an Icon 1. Open the Custom Toolbar module. 2. Highlight the icon to be added from the “Available button

Time Guardian v4.0 User’s Guide 9-3 b. When the All Employees check box is selected, the Employee List box will display all existing employees. To

9-4 Time Guardian v4.0 User’s Guide • Name: A mandatory field that will be displayed throughout the program to describe the Department. 4. Ente

Time Guardian v4.0 User’s Guide 9-5 QS 4: Adding, Deleting & Modifying Time Guardian Backup Schedule A Backup schedule can be created when the s

9-6 Time Guardian v4.0 User’s Guide QS 5: Adding, Deleting and Modifying Login Profiles A Login Profile must be created before the setup Wizard is c

Time Guardian v4.0 User’s Guide 9-7 8. Select the button to save, and exit. Repeat procedure as needed.  To set the Default User, highlight the

Time Guardian v4.0 User’s Guide 2-3 The Finish button will only be active when all of the required information is provided. If you have missed one

9-8 Time Guardian v4.0 User’s Guide 4. Select the desired language from the “Language” dropdown list (See above example). 5. Click the button t

Time Guardian v4.0 User’s Guide 9-9 c. 3rd method: Selecting the Wizard icon located on the Custom Toolbar, and choosing the Schedule tab. 2. Fr

9-10 Time Guardian v4.0 User’s Guide QS 7: Printing Time Guardian Documentation To print additional copies of the User’s Guide, or Worksheet, follow

Time Guardian v4.0 User’s Guide 9-11 Creating Relay Schedules 1. Open the Relay Schedule module. This can be done by using either of the two follow

9-12 Time Guardian v4.0 User’s Guide 7. Enter Relay Schedule information in the Relay Event as illustrated in the following example. Click the Ap

Time Guardian v4.0 User’s Guide 9-13 2. Highlight the relay schedule to be modified from the Relay Schedule List box. 3. Select the button, and m

9-14 Time Guardian v4.0 User’s Guide Downloading Relay Schedules 1. Select Communication from the Main Menu. 2. Select Downloading or Auto Update

Time Guardian v4.0 User’s Guide 9-15 3. Click on the Index tab (see example below) to view contents of selected book. Click on the Find tab to se

9-16 Time Guardian v4.0 User’s Guide • Edit: − Copy: The menu selection allows you copy and highlighted help text to the clipboard. − Annotate…:

Time Guardian User’s Guide v4.0 10-1 Chapter 10: Glossary and Vocabulary 100 of hours Displays hours in the software in decimal format. Example: 8 h

2-4 Time Guardian v4.0 User’s Guide Software Upgrades • With Time Guardian, you can purchase an upgrade access number• Should you require a produc

10-2 Time Guardian v4.0 User’s Guide Bell One of two types of relay schedules, a bell is a device used to produce a tone at an assigned time and day

Time Guardian v4.0 User’s Guide 10-3 Department Report Provides data based on the Department that the employee is assigned to. Departments Used to

10-4 Time Guardian v4.0 User’s Guide Exception Codes Flags used to track employee schedule deviations. Exception Report A report used to track devi

Time Guardian v4.0 User’s Guide 10-5 Import Extracting data from third party software and adding it to Time Guardian. Inactive Date The date on whi

10-6 Time Guardian v4.0 User’s Guide Miscellaneous Used to denote information that falls into no specific category. Missing Punch (MP) An exception

Time Guardian v4.0 User’s Guide 10-7 Pay Code Multiplier Used to provide a multiplier for employees’ worked hours from a specific date. There are

10-8 Time Guardian v4.0 User’s Guide Relay A circuit located on the terminal that will allow for controlled door access or the ringing of bells at a

Time Guardian v4.0 User’s Guide 10-9 TG An abbreviation for the words "Time Guardian." Terminal Number List A listing of all terminals cu

10-10 Time Guardian v4.0 User’s Guide Wages An assigned dollar amount per hour which is applied to the hours worked plus any authorized overtime (wi

AMX-203508 07/08/0

Time Guardian v4.0 User’s Guide 3-1 Chapter 3: Working with Time Guardian Recording Punches at the Terminal (Punching In and Out) One of the main r

3-2 Time Guardian v4.0 User’s Guide Main Dropdown Menus File Menu The “File” menu allows you to create custom toolbar settings, refresh data, backu

Time Guardian v4.0 User’s Guide 3-3 • Sync Employee(s) with Payroll: If QuickBooks is installed on the local PC and the QuickBooks application is r

3-4 Time Guardian v4.0 User’s Guide • Initialize: This function will reset the terminal back to factory settings and clear the memory. You should w

Time Guardian v4.0 User’s Guide 3-5 • Wizard: Basic: Contains three (3) tabs, including: General, Pay Policy, and Login. The Wizard is the only pla

3-6 Time Guardian v4.0 User’s Guide • Support: This selection will automatically create a zipped backup of your data and allow you to send it direc

Time Guardian v4.0 User’s Guide 3-7 Report and Payroll Toolbars Depending on what is active in the Report/Payroll View, one of the following toolbar

AMANO Time Guardian® Time and Attendance System Version 4.0 User’s Guide

3-8 Time Guardian v4.0 User’s Guide Page 1 of 4 Upon clicking "QuickBooks hours integration", the following will appear: Page 2 of 4

Time Guardian v4.0 User’s Guide 3-9 Grid Display Toolbar Time Guardian allows you to change the data displayed in the Report/Payroll view, Hours Gri

3-10 Time Guardian v4.0 User’s Guide Report and Payroll View Located to the right of the Report List and below the Icon menus, the Report/Payroll v

Time Guardian v4.0 User’s Guide 3-11 Employee List The Employee List is Located below the Report/Payroll View and to the left of the Hours Grid View

3-12 Time Guardian v4.0 User’s Guide Hours Grid View The Hours Grid displays all of the information pertaining to the currently selected employee as

Time Guardian v4.0 User’s Guide 3-13 Right mouse clicking anywhere in the Hours Grid will display the following dropdown list: The location of th

3-14 Time Guardian v4.0 User’s Guide Adding, Editing and Deleting Employee Punches The following is an example of the Add, Edit, and Delete Punch sc

Time Guardian v4.0 User’s Guide 3-15 Editing Punches During Daylight Saving Time During Daylight Saving periods, edited punches are displayed in

3-16 Time Guardian v4.0 User’s Guide The following figure is an example of a Wages box for Employee Wages. Each Employee Wages box displays the Empl

Time Guardian v4.0 User’s Guide 3-17 Authorizing Non-Scheduled Hours To authorize hours for an employee who has worked on a Non-Schedule day, double

Time Guardian v4.0 User’s Guide i Table of Contents Chapter 1: Introduction ...

3-18 Time Guardian v4.0 User’s Guide • Save icon : Allows you to save changes made to new or edited records. • Delete icon : Allows you to delet

Time Guardian v4.0 User’s Guide 4-1 Chapter 4: Using the Wizard The Wizard (Basic and Advanced) is used to set up Time Guardian. It is also the only

4-2 Time Guardian v4.0 User’s Guide Basic Setup Wizard Select the Basic Setup Wizard to provide an easy-to-use quick configuration of Time Guardian

Time Guardian v4.0 User’s Guide 4-3 5. Select Minutes or Hundreds of hours to the question, What hour display do you want to use? 6. Check “Pag

4-4 Time Guardian v4.0 User’s Guide Note: Placing a checkmark in front of both of these options will have Time Guardian calculate Overtime based on

Time Guardian v4.0 User’s Guide 4-5 • No Checkboxes Selected: The user has the same access as an Administrator with regard to employee data (except

4-6 Time Guardian v4.0 User’s Guide 3. click on the button. From the Login Profile screen, you must select “Add” before a new Profile can be crea

Time Guardian v4.0 User’s Guide 4-7 General Tab This option allows you to define general company information for Time Guardian such as: • Company p

4-8 Time Guardian v4.0 User’s Guide Department Tab This option allows you to add or edit Departments. To access this module, select Setup menu from

Time Guardian v4.0 User’s Guide 4-9 From the Pay Policy screen, click on the icon, and the following Pay Policy Settings screen will appear:

ii Time Guardian v4.0 User’s Guide Table of Contents (Cont.) Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages) ... 3-

4-10 Time Guardian v4.0 User’s Guide Time Guardian was designed to accommodate a wide variety of overtime rules. You can cancel all authorized overt

Time Guardian v4.0 User’s Guide 4-11 In either scenario, the Day Change Time must be configured. The exception to this rule is when a punch occurs a

4-12 Time Guardian v4.0 User’s Guide Rounding Rules Tab – Pay Policy Rounding was created so that employers could define rules that would allow empl

Time Guardian v4.0 User’s Guide 4-13 This pattern will repeat itself throughout the entire day. The following is an example of the Rounding Rules t

4-14 Time Guardian v4.0 User’s Guide The concepts for meal rounding are the same as those used in the Rounding Rules tab. If rounding is to be used

Time Guardian v4.0 User’s Guide 4-15 To configure the Daily Overtime options, click on the Daily Overtime checkbox. The Daily Overtime 1 setting is

4-16 Time Guardian v4.0 User’s Guide Consecutive Day Overtime awards overtime based on the qualifying number of consecutive days worked. If an empl

Time Guardian v4.0 User’s Guide 4-17 “Counts towards Daily Attendance” is used when tracking absences for employees who have an assigned schedule.

4-18 Time Guardian v4.0 User’s Guide • Hours: A mandatory field that allows you to specify the number of hours to be awarded for the holiday. • Co

Time Guardian v4.0 User’s Guide 4-19 Schedule Tab (Schedule Administration) This option allows you to add, edit or delete Employee Schedules. To

Time Guardian v4.0 User’s Guide iii Table of Contents (Cont.) ADP For Windows ...

4-20 Time Guardian v4.0 User’s Guide 5. Click the ‘Ok’ button when finished. The Schedule View section will display the schedule created.  Differe

Time Guardian v4.0 User’s Guide 4-21 The Start and End times only have to be entered once and will be applied to all days with check marks. Time can

4-22 Time Guardian v4.0 User’s Guide Note: Sync Employee(s) with Payroll provides automatic integration with QuickBooks. This selection only appe

Time Guardian v4.0 User’s Guide 4-23 Note: All fields outlined in Red are mandatory. The Employee Information module consists of five tabs: General

4-24 Time Guardian v4.0 User’s Guide • Holiday Eligibility Date: This field defaults to the date that the employee was added, and can be modified b

Time Guardian v4.0 User’s Guide 4-25 Wages Tab Fields - Employee This tab is used to add, edit, increase, or delete Employee Wages (see the followin

4-26 Time Guardian v4.0 User’s Guide Fingerprint Tab Fields - Employee This tab is only available when the employee has been assigned to a location

Time Guardian v4.0 User’s Guide 4-27 Deleting Employees Selecting this option will display the following confirmation box: If you respond, “Yes,”

4-28 Time Guardian v4.0 User’s Guide To configure terminals connected to the system, click on the button, and the Communications settings screen

Time Guardian v4.0 User’s Guide 4-29 • Connection Type: If you answered, “Yes” to the question, “Do you have Terminal(s) other than direct-connect

iv Time Guardian v4.0 User’s Guide Table of Contents (Cont.) QS 5: Adding, Deleting and Modifying Login Profiles ...

4-30 Time Guardian v4.0 User’s Guide • Time Zone Offset: This should be used if your PC and the Location (terminals) are located in different time

Time Guardian v4.0 User’s Guide 4-31 • Initialize: This function will reset the terminal back to factory settings and clear the memory. It is recom

4-32 Time Guardian v4.0 User’s Guide Warning: If this function is performed with active data, duplicate punches may be created. The Command Options

Time Guardian v4.0 User’s Guide 4-33 • Send Maps: This command will download biometric fingerprint templates from the employee database to the sele

4-34 Time Guardian v4.0 User’s Guide Once an employee is added to the Employee database• , their template will not automatically be uploaded unless

Time Guardian v4.0 User’s Guide 4-35 • Access Tries:• The number of times a user can attempt to use the terminal before being rejected. ID Length:

4-36 Time Guardian v4.0 User’s Guide Note: Time Guardian terminals can be automatically added to a Location by selecting the Auto Update command in

Time Guardian v4.0 User’s Guide 4-37 • A Door schedule requires you to enter the amount of time a door will remain open after each swipe. This is e

4-38 Time Guardian v4.0 User’s Guide • No Checkboxes Selected: The user has the same access as an Administrator with regard to employee data, but c

Time Guardian v4.0 User’s Guide 4-39 7. Select the “Advanced Password” tab to configure password expiration options and the following screen will a

Time Guardian v4.0 User’s Guide 1-1 Chapter 1: Introduction Welcome to Time Guardian,Should you have any comments on the all in one, easy to use T

4-40 Time Guardian v4.0 User’s Guide 2. Click on the Payroll icon when it appears in the top left-hand window (see the following figure for an exa

Time Guardian v4.0 User’s Guide 4-41 Example: Time Guardian Pay Code Power Pay Payroll Field ID REG 1307 HOL 1304 OT 1270 9. From page 5 of 6,

4-42 Time Guardian v4.0 User’s Guide • Selected: Only the employee displayed in the Employee List box will be included in the payroll export file.

Time Guardian v4.0 User’s Guide 4-43 4. After the file has been saved, open the file using Notepad (see figure). Information from this file will

4-44 Time Guardian v4.0 User’s Guide 6. Enter the version number of the QuickBooks package you are using. This information can be obtained from Qui

Time Guardian v4.0 User’s Guide 4-45 12. The last screen (pg 4 of 4) shows a summary of the information contained in the payroll export file. 13. Se

4-46 Time Guardian v4.0 User’s Guide 17. From QuickBooks view the imported employee information, create paychecks if desired, and/or submit for pa

Time Guardian v4.0 User’s Guide 4-47 2. Click on the QuickBooks Payroll icon and page 1 of 4 for the QuickBooks setup screen will appear (see the

4-48 Time Guardian v4.0 User’s Guide Note: QuickBooks should have pay rates setup for Time Guardian to synchronize to. 5. From page 3 of 4, sele

Time Guardian v4.0 User’s Guide 4-49 9. In the selection that asks, Do you want to allow this application to read and modify this company file? Y

1-2 Time Guardian v4.0 User’s Guide Requirements • Windows 2000/NT/ME/XP/Vista. • One Available USB Port. • CD-ROM Drive. • 32 MB of RAM (64 MB

4-50 Time Guardian v4.0 User’s Guide QuickBooks Compatibility Note: Time Guardian is compatible with QuickBooks 2007 or higher for automatic integr

Time Guardian v4.0 User’s Guide 4-51 ADP For Windows Note: ADP for Windows provides access to ADP "Pay Expert", which is ADP's web-

4-52 Time Guardian v4.0 User’s Guide 5. ADP for Windows must be setup to accept the interface file from Time Guardian. This is done by logging into

Time Guardian v4.0 User’s Guide 4-53 Hour Category Time Guardian Payroll Field ID Equitant Regular 012 Overtime 013 Hours 3 016AA Hours 3 017AA Hour

4-54 Time Guardian v4.0 User’s Guide Paychex PayLink 1. The Version number is for informational purposes only. The setup process to create an expor

Time Guardian v4.0 User’s Guide 4-55 Pay Code Description Field ID REG Rate 1 Regular Hours, Rate 2 Regular Hours, Rate 3 Regular Hours R10A, R20A,

4-56 Time Guardian v4.0 User’s Guide CBS Payroll 1. Enter Company Code. The setup process to create an export file for CBS Payroll is as follows: 2

Time Guardian v4.0 User’s Guide 4-57 6. The last screen (pg 4 of 4) shows a summary of the information contained in the payroll export file. 7. Se

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Time Guardian v4.0 User’s Guide 5-1 Chapter 5: Time Guardian System Backup Time Guardian provides an automatic backup that can be activated at the t

Time Guardian v4.0 User’s Guide 2-1 Chapter 2: General Installation Guidelines 1. Refer to the Software Installation Manual (AMX-40090X). 2. Inst

5-2 Time Guardian v4.0 User’s Guide In the case above, the Backup folder will contain a maximum of seven files. This Backup process was speciall

Time Guardian v4.0 User’s Guide 6-1 Chapter 6: Reporting Functions Time Guardian includes nine (9) different reporting options: Department, Employee

6-2 Time Guardian v4.0 User’s Guide Department Report As seen in the following example, the Department Report will provide you with a list of Depart

Time Guardian v4.0 User’s Guide 6-3 Without Wages Example With Wages Example Presence Report As seen in the following example, the Presence R

6-4 Time Guardian v4.0 User’s Guide Audit Trail Report As seen in the following example, the Audit Trail Report records every change made in Time

Time Guardian v4.0 User’s Guide 6-5 Without Wages Example With Wages Example Exception Report The flagging of Exceptions is a valuable piece

6-6 Time Guardian v4.0 User’s Guide As seen in the following example, the Exception Report includes the Name, Employee Number, and Badge Number. It

Time Guardian v4.0 User’s Guide 6-7 Without Wages Example With Wages Example Historical Report This report displays all of the historical data

6-8 Time Guardian v4.0 User’s Guide 3. For each Exception selected (excluding Missing Punch, Absence, and Not Scheduled), you must specify a qualif

Time Guardian v4.0 User’s Guide 7-1 Chapter 7: Troubleshooting Calculations When times and/or hours calculated for an employee do not match what you