Acroprint Time Q User Manual
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Acroprint Time Q User Manual

Acroprint Time Q User Manual

Microprocessor based time and attendance system
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Time Q
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Summary of Contents for Acroprint Time Q

  • Page 1 Time Q User Manual...
  • Page 2 FCC Radio Frequency Interference Statement (USA): This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications.

  • Page 3: Table Of Contents

    Table of Contents 1. Introduction 1.1 Product Overview ..................4 1.2 Capacity ....................... 4 1.3 Employee Use ....................5 1.4 Managed Memory ..................5 1.5 Planning Program ..................5 2. Set up 2.1 Site Requirements ..................6 2.2 Unpacking and Inspection ................6 2.3 Initial Setup ....................

  • Page 4: Introduction

    1. Introduction 1.1 Product overview The Time Q is a microprocessor based Time and Attendance System, which uses magnetically encoded badges to record employee arrrival and departure times. The Time Q does not require a PC and must be connected directly to an 80-column dot matrix printer to print reports. Time Card reports and Hours Summary reports can be printed and filed for future reference.

  • Page 5: Employee Use

    1.3 Employee Use When employees who have been entered in the Time Q swipe their badge to punch IN; a single beep is heard and the name assigned to the badge is displayed along with the word IN. The next time the badge is swiped, a double beep is heard and the name is displayed along with the word OUT.

  • Page 6: Setup

    Open the shipping carton and carefully remove the contents. Inspect the Time Q and accessories for damage. Report damage or shortages to the company from which the unit was purchased. Complete the registration card and return it to Acroprint to ensure the Time Q warranty. Time Q...

  • Page 7: Initial Setup

    2.3 Initial Setup Removing the Access Door: Unscrew the screw located on the lower front panel of the unit to remove the access door. Access Door Reversible Bracket Wall Mounting of Time Q: screw The Time Q has a reversible bracket on the back of the unit. The unit is supplied with the bracket in a tilt position for sitting on a desk.
  • Page 8 Connecting Power Cord and Securing the Access Door: Plug in the power cord coming from the wall mount transformer into the Time Q terminal. To reattach the access door and secure the unit to the reversible bracket, screw on the lower front panel of the unit. This will tighten the access door.

  • Page 9: Printer Connections

    36-pin Centronics-type connector, is plugged into the printer (shown below.) Serial Printer Connection: The serial cable is unique due to the phone jack interface. Contact Acroprint to order this cable. Once the correct cable is obtained, connect the cable into the RS-232 port. Follow the...

  • Page 10: Printer Test

    Time Q. The printer must be reset to the ASCII format in order to print reports. Consult the printer’s operating manual or contact the printer manufacturer for more details. Sorry, Acroprint does not support printers used in conjunction with the Time Q system.

  • Page 11: Programming

    3. Programming 3.1 Introduction The Time Q is primarily self-prompting to supervisors. The Main Menu is activated by swiping a Supervisor Badge. The headings for each group on the next four pages are the choices which appear in the Main Menu. The menu key (either up or down) is used to reach the menu subject desired.

  • Page 12: Supervisor's Menu Map

    3.2 Supervisor's Menu Map TEST FEATURES MAIN MENU REPORTS SELECT A TASK ADD/EDIT EMPLOYEE BADGE READER TEST EDIT TIME TOTALS DISPLAY TEST EDIT SHIFT RULES KEYBOARD TEST SUPERVISOR CARDS AUDIO TEST TIME AND DATE PRINTER TEST SETUP TEST FEATURES REPORTS SELECT A REPORT HOURS SUMMARY SELECT REPORT FILTER...
  • Page 13 ADD/EDIT EMPLOYEE SELECT A TASK ENTER BADGE NUMBER ADD AN EMPLOYEE EMPLOYEE NAME SELECT AN EMPLOYEE EMPLOYEE NUMBER EDIT AN EMPLOYEE {EMPLOYEE NAME} SHIFT NUMBER DELETE AN EMPLOYEE SELECT AN EMPLOYEE {EMPLOYEE NAME} EDIT TIME TOTALS SELECT AN EMPLOYEE CURRENT REGULAR HRS CURRENT OVERTIME 1 CURRENT OVERTIME 2 PREVIOUS REGULAR HRS...

  • Page 14: Time And Date

    EDIT SHIFT RULES SELECT A SHIFT SHIFT RULES = DISABLED SHIFT RULES = ENABLED SHIFT START TIME SHIFT START ROUND SHIFT START GRACE SHIFT START DOCK SHIFT STOP TIME SHIFT STOP ROUND SHIFT STOP GRACE SHIFT STOP DOCK SHIFT LUNCH RULES = DISABLED SHIFT LUNCH RULES = ENABLED LUNCH WINDOW BEGIN LUNCH WINDOW END...
  • Page 15 SETUP MAX TIME ON CLOCK ENTER ELAPSED TIME PAY INTERVAL ROUND SELECT PAY INTERVAL 1 MINUTE(S) 5 MINUTE(S) 6 MINUTE(S) 10 MINUTE(S) 15 MINUTE(S) PAY PERIOD LENGTH SELECT PAY PERIOD WEEK PAY PERIOD TWO WEEK PAY PERIOD SEMIMONTHLY PERIOD MONTHLY PAY PERIOD PAY PERIOD START DAY CHANGE OFFSET ENTER TIME OFFSET...

  • Page 16: Tutorial

    4. Tutorial 4.1 Introduction This section is designed to help you feel comfortable with how the Time Q works. It is important to understand that the Time Q has a re-initialize function that will clear all punches and return the program variables to their original factory settings.

  • Page 17: Add Employees To The System

    Time Q program. Detailed instructions how to print each of the five reports are included in section 7, Reports. 4.4 Add Employees to the System Each employee badge provided with the Time Q has a unique number. To assign a specific badge to a certain employee, swipe the supervisor's badge to access the MAIN MENU.

  • Page 18: Factory Settings

    5. Factory Settings If your Time Q just came out of the factory box, or if you have reinitialized and set the time and date, your Time Q will be set as follows: The pay period length will be one week, beginning on Monday, and the totals will be derived by adding together the actual elapsed time between in and out punches.
  • Page 19 • Max Time on Clock - The Time Q assumes that an employee has missed a punch after the maximum time on the clock has been exceeded. • Pay Interval Round - One minute is the smallest increment of time used to calculate time worked totals.

  • Page 20: Functions

    6. Functions 6.1 Introduction This section will walk you through an example of each function. NOTE: At any point one can back out of any MENU by repeatedly pressing the CLEAR key. The display has two lines of characters.Aflashing display typically indicates you can use the menu keys to access another option.

  • Page 21: Set Time And Date

    6.3 Set Time and Date: PROGRAM FUNCTION DISPLAY SHOWS 1. Swipe Supervisor badge 2. Scroll Up/Down to 3. Press ENTER 4. Press ENTER (example) 5. Set correct hours and minutes using number or menu keys (example) (use the LEFT or RIGHT Arrow keys to shift a digit).

  • Page 22: Setup

    6.4 Setup: For definitions of terms used, see Appendix A. SETUP: Covers general timekeeping, pay period and clock rules for computing time worked. PROGRAM FUNCTION DISPLAY SHOWS 1. Swipe Supervisor badge 2. Scroll Up/Down to 3. Press ENTER a. 12 hours are typical, to change press ENTER (example) b.
  • Page 23 PROGRAM FUNCTION DISPLAY SHOWS c. Press ENTER d. Press ENTER. The unit beeps twice. 5. Scroll Up/Down to a. Press ENTER b. Scroll to week, two week, semimonthly or monthly pay period c. Press ENTER d. Press ENTER. The unit beeps twice.
  • Page 24 7. DAY CHANGE, for calculation purposes, is the time a new day begins. By default it is set at midnight. However, it is sometimes helpful to move the day change time forward or backward from midnight so time worked with be credited to the desired day’s time worked totals. The DAY CHANGE OFFSET is the amount of time the day change is moved forward or backwards from the midnight default.
  • Page 25 PROGRAM FUNCTION DISPLAY SHOWS f. Press ENTER g. Set desired hours (example) h. Press ENTER (example) i. Press ENTER. The unit beeps twice. 9. WEEKLY OVERTIME AFTER is the number of regular hours worked each week, after which, Overtime will accumulate. Scroll To a.
  • Page 26 PROGRAM FUNCTION DISPLAY SHOWS Press ENTER. The unit beeps twice. 10. 7TH DAY OVERTIME — When this feature is enabled, all hours worked on the seventh consecutive worked day will promoted to the next highest pay level provided that the seven consecutive days start at the beginning of the first or second week of the weekly or biweekly pay period.
  • Page 27 PROGRAM FUNCTION DISPLAY SHOWS 12. To change the Daylight Savings Start Date: Scroll To a. Press ENTER b. Use the menu keys and RIGHT/LEFT arrow keys (example) to set the desired start date. c. Press ENTER d. Press ENTER. The unit beeps twice. 13.
  • Page 28 PROGRAM FUNCTION DISPLAY SHOWS 14. Scroll Up/Down to a. Press ENTER. b. Use menu key to select Parallel, Serial, or none. c. Press ENTER d. Press ENTER. The unit beeps twice. NOTE: If you select a serial printer, the comm port baud rate must be set. Skip this step if you have selected parallel printer.

  • Page 29: Edit Shift Rules

    6.5 Edit Shift Rules PROGRAM FUNCTION DISPLAY SHOWS 1. Swipe Supervisor Badge 2. Scroll Up/Down to 3. Press ENTER. Use menu keys to select a shift. a. Press ENTER b. Press ENTER c. Press ENTER. Unit beeps twice. 4. Use DOWN menu key to select a.
  • Page 30 PROGRAM FUNCTION DISPLAY SHOWS c. Press ENTER d. Press ENTER. The unit beeps twice. 6. SHIFT ROUND: The minutes before the Start Time or after the Stop Time during which employee punches will be treated as if they had occurred exactly on the Start and Stop Times. Use DOWN menu key to select a.
  • Page 31 PROGRAM FUNCTION DISPLAY SHOWS c. Press ENTER d. Press ENTER. The unit beeps twice. e. Scroll to f. Follow steps a-d to set 8. SHIFT DOCK is the minimum minutes an employee will lose from time worked totals if the IN punch is after Shift Start Time plus the Shift Grace Time or before the Shift Stop Time less the Shift Grace Time.
  • Page 32 PROGRAM FUNCTION DISPLAY SHOWS 10. Use DOWN menu key to select a. Press ENTER (example) b. Use menu key and RIGHT/ LEFT arrow keys to set the earliest time an employee may punch out for lunch. c. Press ENTER d. Press ENTER. The unit beeps twice.
  • Page 33 12. LUNCH DURATION is the nominal lunch period and is the amount of time which will be deducted from work totals. PROGRAM FUNCTION DISPLAY SHOWS Use DOWN menu key to select a. Press ENTER b. Use menu key and RIGHT/LEFT arrow keys to set the time.

  • Page 34: Add/Edit Employee

    6.6 Add/Edit Employee PROGRAM FUNCTION DISPLAY SHOWS 1. Swipe Supervisor Badge 2. Scroll Main Menu Up/Down 3. Press ENTER 4. Press ENTER a. Enter Badge Number (or swipe a badge) b. Press ENTER c. Scroll to d. Press ENTER e. Use menu keys to select number or letter use LEFT/RIGHT arrow keys to position next space...
  • Page 35 PROGRAM FUNCTION DISPLAY SHOWS j. Use number keys to select number and LEFT/RIGHT arrow keys to position next space k. Press ENTER l. Press ENTER. The unit beeps twice. m. Scroll to n. Press ENTER o. Use number keys to enter shift number 1-12, and press ENTER p.

  • Page 36: Reports

    7. Reports 7.1 Time Card TIME CARD - This is a listing by employee of All IN-OUT punches along with hours worked totals. This may be for the current or previous pay period. The report may be for one employee, employees on a specific shift, or for all employees.
  • Page 37 When a TIME CARD report has punch times with an “!” exclamation mark beside them, this indicates that the punch is either too early or too late to conform to shift or lunch rules that were enabled. If the words “TIME CHANGE”...

  • Page 38: Hours Summary Report

    7.2 Hours Summary Report HOURS SUMMARY - This report list hours worked totals by regular and overtime hours. This may be for an individual employee, a specific shift, or all employees; for the current or previous pay period. If an employee has a missed punch, the HOURS SUMMARY TOTAL will be noted with an * .

  • Page 39: Employee Profile Report

    7.3 Employee Profile Report This report lists all employees who have been programmed into the Time Q with their assigned employee number, badge number and shift number. EMP PROFILES : ALL EMPLOYEES 2/15/01 9:30 AM PAGE ============================================================================ EMPLOYEES: NAME NUMBER BADGE SHIFT ----------------- --------- ----- ----- ADAMS, LINDA...

  • Page 40: Clock Rules Report

    7.4 Clock Rules Report CLOCK RULES - This report lists ALL of the programmed setup, shift, and lunch rules. CLOCK RULES 2/15/01 12:24 PM PAGE ============================================================================ CLOCK RULES: MAX TIME ON CLOCK 12:00 HOURS PAY INTERVAL-ROUND 01 MINUTES PAY PERIOD WEEKLY NEXT PAY PERIOD START DATE 2/19/01...

  • Page 41: Who's In, Who's Out Report

    7.5 Who's In, Who's Out Report WHO’S IN, WHO’S OUT - This report lists all employees or a specific shift of names by who is punched IN or punched OUT. IN/OUT : SELECTED EMPLOYEES 2/15/01 8:22 AM PAGE ============================================================================ SHIFT 1: ------------------------ ------------------------ ADAMS, LINDA...

  • Page 42: Edit Time Totals

    8. Edit Time Totals Time TOTALS may be edited to correct errors caused by missed punches or other employee punching errors. Time totals may be edited for either regular hours, overtime 1 or overtime 2 hours, and for either the previous or current pay period.

  • Page 43: Test Features

    9. Test Features PROGRAM FUNCTION DISPLAY SHOWS 1. Swipe Supervisor Badge 2. Scroll Up/Down to 3. Press ENTER 4. Scroll menu to select a test 5. Press ENTER and proceed as instructed. TEST DESCRIPTIONS Badge Reader: This test will display the badge number that is swiped through the slot.

  • Page 44: Troubleshooting/Error Messages

    10. Troubleshooting/Error Messages These are error messages you may encounter while using the clock. BADGE OUT OF RANGE The badge number is not 1-9999 or one of the three special supervisor badges. BADGE READER TEST INVALID DATA Errant badge read during badge reader test. CAN’T COMPLETE TASK 1.
  • Page 45 CAN’T COMPLETE TASK INVALID BADGE Attempting to add/delete a supervisor or employee badge that is outside of the acceptable badge number range (1-9999). CAN’T COMPLETE TASK INVALID DATE 1. An invalid date was entered by the users. An example of an invalid date is Feb.
  • Page 46 CAN’T COMPLETE TASK INVALID SHIFT Attempting to set a shift number that is outside of the acceptable range (1-12). CAN’T COMPLETE TASK INVALID TIME An invalid time of day was entered by the users. An example of an invalid time is 25:00:00. CAN’T COMPLETE TASK MEMORY FULL Employee cannot clock in/out.
  • Page 47 CAN’T COMPLETE TASK SUPERVISOR FOUND Attempting to add a supervisor or employee badge to the clock that is already programmed as a supervisor’s badge. CAN’T COMPLETE TASK TOO MANY WAITING Attempted to submit a report when the report queue is full. Wait for some of the reports to finish printing, then try again.
  • Page 48 PC COMM ERROR DEVICE=SERIAL An error occurred when passing information between the PC and the Time Q. RAM MEMORY TEST FAIL:DATA A data error occurred during the RAM test. ROM MEMORY TEST FAIL:DATA A data error occurred during the EPROM test. REPORT OUTPUT ERROR DEVICE= PARALLEL An error was detected while printing to the parallel port.

  • Page 49: Appendix A Definitions

    Appendix A Definitions... grouped according to MAIN MENU selections REPORTS: Hours Summary: Report listing hours worked by regular and overtime hours. This may be for an individual employee, a specific shift, or for all employees; for current or previous pay period. If the employee has missed a punch, the HOURS SUMMARY TOTAL will be noted with an *.
  • Page 50 Employee number: The number to be associated with an employee. This is typically a Social Security number. Badge number: The badge number is the number from the magnetic stripe badge assigned to the employee. It is the key to all employee information. The Time Q stores all punch information by badge number.

  • Page 51: Shift Round

    Shift Round: The minutes before the Start Time or after the Stop Time during which employee punches will be treated as if they had occurred exactly on the Start and Stop Times. Shift Grace: The minutes after the Start Time or before the Stop Time during which employee punches will be treated as if they had occurred exactly on the Start and Stop Times.

  • Page 52: Date Format

    Note: The Lunch Window Begin and Lunch Window End define a period of time during which an out-punch for lunch and then an in-punch back to work should occur. Shift Rules (Start and Stop Times, etc.) do not have to be enabled for lunch to be programmed.

  • Page 53: Pay Interval Round

    Pay Interval Round: This function causes the time worked totals to be calculated as if the punch occurred at one of the hour divisions chosen. Pay Period Length: The length of time during which time worked totals will accumulate for a timecard.

  • Page 54: Weekly Overtime After

    Weekly Overtime After: The amount of time worked in a week, after which, overtime will begin to accumulate. The “overtime” week starts at the beginning of a weekly pay period, at the beginning and middle of a two week pay period. Weekly overtime does not apply to semimonthly or monthly pay periods.

  • Page 55: Daylight Savings Start

    Daylight Savings Start: The date the Time Q will “spring” forward. This date can be edited if necessary. Daylight Savings End: The date the Time Q will “fall” back. This date can be edited if necessary. Setup Printer Port: This function allows the user to set up the printer port on the Time Q. Printed reports can be directed to either the parallel port (the large external port on the right) or to the serial port (the internal modular connector labeled RS-232).

  • Page 56: Companion Products

    Companion Products Description/Illustration Part Number 80 Column 74-0110-000 Impact Dot Matrix Printer Parallel Communication Battery Back-Up 74-0105-000 120VAC to 9VAC 56-0113-000 Power Supply 230VAC to 9AC 56-0116-000 Power Supply European 240VAC to 9VAC 56-0117-000 Power Supply British 230VAC to 9VAC 56-0118-000 Power Supply Parallel Blades...
  • Page 57 Description/Illustration Part Number DB-9 RS-232 Host Cable Assembly Includes DB-9 (RS-232/host) to RJ-11 female adapter and “Standard” Modular Cable length – 7 feet 25-0016-004 – 50 feet 25-0116-008 DB-25 RS-232 Host Cable Assembly Includes DB-25 (RS-232/host) to RJ-11 female adapter and “Standard” Modular Cable length –...

  • Page 58: Index

    Index add employee 12, 13, 17, 34 factory settings 18 Audio Test 12, 43 auto lunch after 14, 19, 33, 51 Hours Summary Report 5, 12, 38, 49, 50 Badge Reader Test 12, 43, 44 Keyboard Test 12, 43 Clock Rules Report 5, 12, 16, 18, 40, 49 Com Port Baud Rate 15, 19, 28, 55 locked out 47...
  • Page 59 shift start round 14, 30 shift start time 14, 19, 29, 50, 51 Re-initialize System 15, 17, 28, 55 shift stop dock 14, 31, 51 Remove all Punches 15, 28, 55 shift stop grace 14, 31, 51 reports 12, 16, 49 shift stop round 14, 30 Clock Rules 5, 12, 16, 18, 40, 49 shift stop time 14, 19, 29...
  • Page 60 IN USA 800.334.7190 Fax: 919.850.0720 Time Q™ is a registered trademark of Acroprint Time Recorder Co. The color Green™ is a trademark of Acroprint Time Recorder Company as applied to job time recorders, attendance systems, electronic time recorders, and attendance ®...

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