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Acroprint Attendance Rx User Manual

Time recorder windows-based pc application
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The Attendance Rx system allows the user to manage an entire company's time and attendance
from a single Windows-based PC.
Key Time and Attendance Features:
Easily review employees' time totals past and present!
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Edit Time Sheets
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Save and print reports
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Export data to various file formats and payroll programs
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Report on Archived Pay Periods
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Submit Single Punch or Multiple Punches (Time Slips)
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Submit Future Transactions using Time Slips Feature
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Summary of Contents for Acroprint Attendance Rx

  • Page 1 ® ® The Attendance Rx system allows the user to manage an entire company's time and attendance from a single Windows-based PC. Key Time and Attendance Features: Easily review employees’ time totals past and present! • Edit Time Sheets • Save and print reports •...

  • Page 2: Table Of Contents

    Table of Contents Glossary Getting Started Preparing and Setting Up Before Use ............10 Attendance Rx Setup Wizard ................ 11 Administrator Employees ....................133 Adding an Employee ................13 Editing an Employee ................14 Deleting an Employee................15 Employee Options................... 15 Messaging ....................
  • Page 3 Importing Attendance Rx data into Peachtree Complete Accounting ... 55 Setting up Peachtree Complete Accounting Version 7.0 ......55 Data Tools ..................... 56 Biometrics ...................... 57 n ................59 l ..................59 l ................. 60 Contacting Acroprint Mailing Address: .................... 61 Phone: ......................61 Web/Internet: ....................61...

  • Page 4: Glossary

    The Attendance Rx system is a Windows-based PC application designed to offer simple yet effective employee time and attendance management. Enter Current Pay Period Start Date The first item required is the start date of your company's current Pay Period. Pay Period Type The Attendance Rx supports WEEKLY, BI-WEEKLY, SEMI-MONTHLY, and MONTHLY Pay Periods.
  • Page 5 Day Change Offset By setting a Day Change Offset, the user can adjust the time of day that one day changes to the next to a time other than midnight. (For more information, please see Day Change Offset) Employee Name The employee name is associated with a particular badge number.
  • Page 6 Daily Overtime Threshold The Daily Overtime Thresholds specify the amount of time worked in a day, after which, overtime will begin to accumulate. Any time worked after the overtime-level 2 threshold will be accumulated in overtime 2. Any time worked after the overtime level 1 threshold but not over the level 2 threshold will be accumulated in overtime 1.
  • Page 7 Shift Stop Time The time of day employees on the shift are scheduled to stop working. Shift Round The number of minutes before the Shift Start Time or after the Shift Stop Time in which employee punches will be treated as if they had occurred exactly on the Shift Start and Stop Times. Shift Grace The number of minutes after the Shift Start Time or before the Shift Stop Time in which employee punches will be treated as if they had occurred exactly on the Shift Start and Stop Times.
  • Page 8 The Edit Time Totals feature allows an employee's total time accumulations to be adjusted without altering the punch information. Adjustments can be made, for both current and the previous pay periods, to regular, overtime 1, and overtime 2-hour accumulations. Hours Summary Report The Hours Summary Report lists hours worked by regular and overtime hours.
  • Page 9 This report allows you to see how and when transactions were entered into the system by listing each transaction performed by pay period. Time Card Approval Report The Time Card Approval Report shows you a two-column list of employee names showing who has had their time card approved and who has not.

  • Page 10: Getting Started

    AttendanceRx® Setup Wizard • Contacting Acroprint Customer Support Before you use your Attendance Rx system for the first time, you should run through a setup procedure. The application comes with default settings so that if you choose, you can simply click through the initial Pay period setup, add employees and start clocking IN and OUT.

  • Page 11: Attendance Rx Setup Wizard

    • Date Format • Time Totals Format • Time of Day Format • Day Change Offset For each shift used, adjust the following items located in the Shifts and Lunches section as desired: Set up shift rules Set up lunch rules Add Employees to the Attendance Rx System.
  • Page 12 • Pay Period Type • Next Pay Period Start Date (Only required for Semi-Monthly Pay Periods) • Overtime Thresholds • Pay Interval Rounding • Max Time on Clock • Day Change Offset • Shifts and Lunches At any time during the Pay Period Setup Wizard, the user may use the BACK button to review or change previous settings.

  • Page 13: Administrator

    Administrator Employees The Employees section allows you to view all of your employees and their information. You can add a new employee, delete or modify an existing employee. Employee How-To’s: Adding a New Employee Editing an Employee Deleting an Employee Biometrics - Enrolling an Employee Fingerprint Please note that biometrics must be installed and enabled to use this functionality.

  • Page 14: Editing An Employee

    • There are two ways to enter an employee. You may place cursor in the first field available in the row, Last name and begin typing. Option two, use the Wizard, and click the Wizard button in the top right- hand corner of the window.

  • Page 15: Deleting An Employee

    To Delete an Employee: From the main window of Attendance Rx, click the Employees icon or enter the View menu and choose Employees. • Select the row containing the employee that needs to be deleted. • Click the Delete button in the bottom right hand corner of the window. (Note: You will not be able to delete an employee that still has punches in the current or previous pay periods.
  • Page 16 To Change Employee Options: • Select File from the main window then Employee Options. • Set your preference for Time Totals Format. • Select your preference for Date Format from the drop down list. • Set your preference for Time of Day Format. •...

  • Page 17: Messaging

    You must have the correct drivers installed as well as biometrics functionality enabled to use these features. Messaging Messages alloy you to display a company wide or employee specific message to employees when they clock in or out. From the main window of Attendance Rx, click the Messages icon or enter the View menu and choose Messages.

  • Page 18: Setup

    Enter employee specific messages in the Message field next to the employee’s name. This message will appear only on this employee’s screen after he or she punches in or out. Select another option from the left hand navigation menu to exit this screen. Setup...
  • Page 19 The Setup selection on the Attendance Rx system allows the user to adjust variables related to the clock, time calculations, pay periods, and holidays. Most items can be changed at any time and the change will be reflected in the total time accumulations. To Change the Setup Options: From the main window of Attendance Rx, click on the Setup icon or select Setup from the View menu.

  • Page 20: Pay Period

    Select Save to save your changes. To quit without saving changes, select another option from the left hand navigation and select No in the Save Changes dialog box. To restore your original settings, click Refresh in the top right hand corner and select No in the Save Changes dialog box. The Pay Period Length specifies how often employees will get paid.

  • Page 21: Overtime Thresholds

    Pay Interval Round time set to 10 minutes. • Punch at 10:14 will round to 10:10. • Punch at 10:15 will round to 10:20. Example 2: • Pay Interval Round time set to 15 minutes. • Punch at 10:07 will round to 10:00. •...

  • Page 22: Th Day Overtime

    • Overtime 1: 08:00 • Overtime 2: 12:00 Editing the Daily Overtime Threshold Values: From the main window of Attendance Rx, click the Setup icon, or enter the View menu and choose Setup. Move your cursor to the Daily Overtime value. Change this value to the desired setting for each of the two available levels.

  • Page 23: Max Time On Clock

    The Max Time on the Clock feature allows the clock to gain some control over missed punches. The system assumes that an employee has missed an out punch after the maximum time on the clock has been exceeded. The system will change the employee's status to out with zero accumulated time for that punch.

  • Page 24: Salaried Employee Settings

    If your third shift employees begin working on Day 1 and end working on Day 2 and all hours are accredited to Day 1, leave this setting at the default. If your third shift employees begin working on Day 1 and end working on Day 2 and all hours are accredited to Day 2, set the Day Change Offset to your shift start time minus your shift start round.

  • Page 25: Shifts

    Shifts A shift can be defined as a set of rules enforcing Company policy pertaining to Employee’s hours worked and lunch breaks. When an employee is assigned to a shift, the software then refers to set of rules defined for that shift and applies them to the employee's transactions in order to derive the total time accumulations.

  • Page 26: Shift Rules

    • If lunch rules are to be used, select Lunch Rules Enabled so that a check mark appears in the box. Edit the Lunch Start and End, Duration, and Auto Lunch After times to fit your company policies. Note: You can select 12-hour or 24-hour clock (see Setup). Pay close attention to AM and PM. (12:00 AM is midnight).

  • Page 27: Punch Editing

    Auto Lunch An employee must work consecutive number of hours entered in After: this field before the lunch duration will be subtracted from the daily total. Punch Editing Punch editing allows supervisors to do the following: • Review and edit employee transactions •...

  • Page 28: Inserting An Employee Punch

    (SLP) transactions. The various types of transactions allow for Salaried Exempt and Salaried Non-Exempt employees to use the software. A normal transaction is created when an employee clocks IN or OUT using the Add Employee Transaction feature. An INSERTED transaction is a PUNCH or MISCELLANEOUS entry inserted by an Administrator using the Punch Editor feature.

  • Page 29: Deleting An Employee Punch

    3. Select the Previous Pay Period, Current Pay Period or the Future Pay Period. Be certain to confirm transaction being inserted occurs within the date range of the pay period. You will not be allowed to insert a punch that belongs in the current pay period into the previous pay period or vice versa. 4.

  • Page 30: Editing The Total Time Accumulations

    To view details: • From the main window of Attendance Rx, click the Punch Editing icon or from the View menu select Punch Editing. • Select an employee from the drop-down list box. • Select the desired pay period. • Select a transaction.

  • Page 31: Printing A Time Card

    NOTE: Note that the edited hours are added to or deleted from the overall pay period totals. They are not allocated to a particular day. To print a Time Card: • From the main window of Attendance Rx, click the Punch Editing icon or from the View menu select Punch Editing.

  • Page 32: Reports

    Reports The reports selection allows the user to generate a report and either Preview it on the PC screen, Export, or print it to the default Windows printer. The available reports include: • Hours Summary • Time Cards • Who's In/Who's Out? •...

  • Page 33: Future Transactions Report

    Additional Options Options are available on some of these reports to have them sorted by various fields and to report on either all of the employees, the employees assigned to a particular shift or individual employees. 1. From the main window of Attendance Rx, click the Reports icon, or click on the View menu and choose Reports.

  • Page 34: Payroll Exports

    Payroll Exports The Attendance Rx system is designed to work with most common payroll programs. The Export feature allows employee time and attendance data to be exported to a file in order that it can later be imported into a database, spreadsheet or other programs. Advanced Payroll Integration: QuickBooks Payroll Integration File Payroll Export:...

  • Page 35: Exporting Data

    Premier/Premier Plus import file QwikPay/QwikPay Plus import file Intuit PC Access/PC Access Jr import file 1. From the main window of Attendance Rx, click the Export icon or enter the View menu and choose Export. 2. Select the Pay Period. Data may be exported for either the current, previous or archived pay period. 3.

  • Page 36: Wells Fargo Expresspay, Premier, Qwikpay And Intuit Pc Access

    Unapproved Time Cards are displayed when a user attempts to export time card data to payroll, and not all employees’ Time Cards have been approved. You will need to approve each time card in order to export the data to payroll. Optionally you can turn off this feature by unchecking the option in the Administrator Setup screen under Time Card Approvals.

  • Page 37: Paychex Paylink Export

    Attendance Rx exports employee profile and time card data to a PayCheck PayLink import file based on values entered for the following fields Office Number The PayChex Paylink office number Client ID Your PayChex Paylink Client ID Site Number The PayChex Paylink Site number for the employees entered in the Time and Attendance Software Sequence Number The PayChex Paylink Import Sequence Number...

  • Page 38: Paychex Preview Export

    Attendance Rx exports employee profile and time card data to a PayChex Preview import file based on values entered for the following fields Client Number Your PayChex Preview Client ID Regular Pay Code PayChex Preview Pay Code for Regular Hourly Wages Overtime Level 1 Pay PayChex Preview Pay Code for Overtime Level 1 Hourly Code...

  • Page 39: Primepay Primelink Export

    Attendance Rx exports employee profile and time card data to a PrimePay PrimeLink import file based on values entered for the following fields Batch Sequence Number The numeric PrimePay PrimeLink Import Batch Number Overtime Level 1 Pay Code The value to use in the PrimePay PrimeLink import Coded Hours field for Overtime Level 1 Hours Overtime Level 2 Pay Code The value to use in the PrimePay PrimeLink import...
  • Page 40 In the Export Options dialog that appears on the next dialog, enter the appropriate values in the fields as listed below: The Attendance Rx software exports employee time card data to a Peachtree Complete Accounting import file format based on values entered for the following fields: Regular Pay Level The Peachtree Pay Level (1-20) associated with Regular Pay Regular Pay Item Code...
  • Page 41 Other Pay Item Code The Peachtree Pay Item Code associated with Other Pay Output Field Titles This value should match the Peachtree Import option chosen when executing the actual import to Peachtree. The default is Batch Sequence Number The first ticket number that will be used in the resultant output file.

  • Page 42: Supervisors

    Supervisors The Attendance Rx Administrator is protected by Admin User Login/Password entry. Those who access the system using the Attendance Rx Administrator should keep the following in mind: In order to make changes to Attendance Rx using the Attendance Rx Administrator, a user must first log in to the program using a correct User Login and Password.

  • Page 43: Adding A Supervisor

    To Add a New Supervisor: • From the main window of Attendance Rx, click the Supervisors icon or enter the View menu and choose Supervisors. • Enter the login name of a new supervisor. Press enter to save the entry. •...

  • Page 44: Supervisor Preferences

    The User Preferences selection allows you to modify your individual preferences for Time Totals Format, Date Format, and Time of Day Format. These preferences will only apply for your login; they will not affect the way employees see their time when punching in or out. To Change User Preferences: •...

  • Page 45: Employee Clients

    Employee Clients Access to this feature requires a PIN number assigned by the supervisor. To Add an Employee Transaction: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Add Employee Transaction. •...

  • Page 46: Submit Employee Time Slip

    To enable this feature: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Auto-Clock IN/OUT Setup. • Check the enable Auto-Clock IN/OUT and enter your Employee PIN number. • Click OK to save your settings.
  • Page 47 To Access Your Time Slip: • Right Click on the Attendance Rx tray icon in the system tray next to the system time. • Click Submit Employee Time Slip • Enter your Employee PIN number into the text box • Click the blue arrow next to the PIN to retrieve a new Time Slip or a saved Time Slip if one exists.

  • Page 48: Employee In/Out Board

    Once your Time Slip has been modified, click Submit to save your changes to the Supervisor. The Employee IN/OUT Board displays the current status of all employees. Employees who are currrently clocked IN appear in the left pane while employees who are currently clocked OUT appear in the right pane.

  • Page 49: A T E N D A N C E R X ® A D M I N I S T R A T O R

    ® ® Employees Manage your employees and shift assignments. Messages View and Edit your Company and Employee Messages. Setup Setup Company Pay Rules. Shifts Define shift hours and pay rules. Punch Editing View and Edit Employee Time cards & Time Slips. Reports Print or Preview Reports.

  • Page 50: A B O U T F U T U R E T R A N S A C T I O N S

    • If your company requires that an employee work a certain number of days before becoming eligible for paid holidays it can be entered on this screen. • From the main window of Attendance Rx, click the Setup icon or enter the View menu and choose Setup.

  • Page 51: S E T I N G U P Q U I C K B O O K S ® T O C O M M U N I C A T E W I T H A T E N D A N C E R X

    ® ® Before you begin: Make sure QuickBooks® Pro/Premier is installed on your local computer and that you have access to the company file (*.QBW). Enable your QuickBooks company file to use time tracking. You will need to enable your company file to use time data to create paychecks. This must be enabled to allow Attendance Rx to interface with your company file.

  • Page 52: S E T I N G U P A T E N D A N C E R X T O C O M M U N I C A T E W I T H Q U I C K B O O K S

    ® ® Add existing QuickBooks ® employee names to your new Attendance Rx Software For QuickBooks Integration, each employee name must be a unique combination of characters. Attendance Rx does not restrict the user by enforcing uniqueness among all employee names.

  • Page 53: G E N E R I C A S C I F I L E E X P O R T

    Add Missing Employees to QuickBooks If you are attempting to export timecard data for an employee who is not found in QuickBooks® you will be asked by Attendance Rx if you would like to add the missing employees to QuickBooks. Missing Payroll Items If you are attempting to export Attendance Rx Pay Codes that do not match exactly with one of the QuickBooks®...

  • Page 54: A D P E X P O R T

    Removes Trailing, Leading and Internal Blanks from Non-Quoted Fields Outputs all Employee Profile Fields along with Time Card Data Outputs employee names entered as First Last as Last, First Selects the End of Line characters appended to the end of each line in the file Specifies the character that will separate each field in the file...

  • Page 55: Importing Attendance Rx Data Into Peachtree Complete Accounting

    Other Pay Code The value to use in the ADP import Coded Hours field for Other Hours Other Pay Code Name The name of the value to use in the ADP import Coded Hours field for Other Hours Output to ADP CSV format Chooses ADP Comma Delimited format for ADP Data Import (WINDOWS) Output to ADP EPIP format...

  • Page 56: System Utilities

    Also, for each employee, you must enter Pay Rates for the 3 levels of the inventory item associated with hourly wages along with vacation, holiday, sick and other wages. By default, the first pay level will receive imported REGULAR hours, the second will receive imported OVERTIME1 hours and the third will receive imported OVERTIME2 hours.

  • Page 57: Biometrics

    • Initialize Users – Reinitialize the users to the initial "installed" settings. • Import from Acroprint HRx® - Import Employees From Acroprint’s HRx software. • Import from Acroprint TimeStationPC® - Import employees, setup rules and shifts from an existing TimeStationPC or TimeStationPC Network database.
  • Page 58 Biometrics Functionality Before you can begin using your FIU device you will need to enable Attendance Rx biometrics functionality. This tells the software to check verify fingerprints before allowing employees to clock IN or OUT. To enable Biometrics Functionality: 1. Click the Biometrics tab on the Systems Utilities screen. 2.

  • Page 59: Employee Fiu Verification

    To uninstall (remove) a Biometrics Device: 1. Click "Remove Device" below the drop down. Employee FIU Verification If you have Biometrics Functionality enabled your employees will be required to verify their fingerprint before Attendance Rx will allow them to clock IN or OUT. Once an employee enters their PIN and click "PUNCH"...

  • Page 60: Employee Handpunch Enroll

    3. Click "Enroll Employee" and follow the instructions as they are displayed on the screen. 4. Change the Employee Sensitivity to a value greater than zero. Employee Sensitivity Settings The employee sensitivity settings determine how strict the match must be between the employee fingerprint and the template registered during enroll.

  • Page 61: Contacting Acroprint

    When contacting customer support, please have your product CD and registration information available. Mailing Address: Acroprint Time Recorder Company, Inc Attendance Rx Support 5640 Departure Drive Raleigh, North Carolina 27616 Phone: Toll Free: (800) 334-7190 Web/Internet: Email: support@acroprint.com Website: http://www.acroprint.com...

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